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Stephen F. Austin
State University
Minutes of the
Board of Regents
Nacogdoches, Texas
July 17, 2001
Volume 176
TABLE OF CONTENTS
Page
01-73 Approval of April 17, 2001 and May 8, 2001 Minutes 1
01-74 Appointment of Tito Guerrero as President 1
01-75 Faculty and Staff Appointments for 2000-2001 1
01-76 Faculty and Staff Appointments for 2001-2002 2
01-77 Changes of Status 3
01-78 Voluntary Modification of Employment 5
01-79 Retirement 5
01-80 Holiday Schedule 6
01-81 Last Class Day Report for Spring 2001 6
01-82 Underenrolled Classes, Summer, 2001 6
01-83 Marketing Proposals 6
01-84 Naming of the Vera Dugas Liberal Arts Building 6
01-85 Intercollegiate Athletic Policy and Procedure Manual 6
01-86 Telecommunications Infrastructure Fund Grants 7
01-87 Allocation of 1995 HEAF and 1996 Auxiliary Bond Proceeds for
Debt Service Costs 7
01-88 Selection of University Insurance Provider 7
01-89 Selection of Delinquent Accounts Collection Agency 7
01-90 Athletic Concessions Contract 7
01-91 Approval of Miller Science Greenhouse and Roofing Projects 7
01 -92 Adoption of Resolution Authorizing a Request For Financing 7
01-93 Approval to Purchase Alumni and Donor Database System 8
01-94 Adoption of Fiscal Year 2002 Budget 8
01-95 Authorization to Issue Architect and Construction Manager RFP for
Telecommunications/Birdwell Building 8
01-96 Renovation of East College Cafeteria 8
01-97 Selection of Roofing Consultant 8
01-98 Policy Revisions 8
Reports 9
Appendix No. 1 - Resolution Authorizing a Request for Financing 10
Appendix No. 2 - HEAF Allocation for FY 2001-2002 12
Appendix No. 3- Budget Changes 15
Appendix No. 4 - Roofing Consultants 16
Appendix No. 5 - Policy Revisions 21
MINUTES OF THE MEETING
BOARD OF REGENTS
STEPHEN F. AUSTIN STATE UNIVERSITY
NACOGDOCHES, TEXAS
JULY 17, 2001
The meeting was called to order at 9:00 a.m. by Chair Mike Enoch. Board members
present in Room 307: Penny Butler, Kenneth James, Mike Enoch, Susan Roberds, Mike
Wilhite, Fred Wulf. Absent: Margarita de la Garza Grahm, Gary Lopez, Lyn Stevens.
Others present in Board Room 307: Tito Guerrero, Roland Smith, Janelle Ashley, Baker
Pattillo, Yvette Clark, and other SFA administrators, staff, and visitors.
01-73
Upon motion of Regent Roberds, seconded by Regent Butler, with all members voting
aye, it was ordered that the April 17, 2001 and the May 8, 2001 meetings be approved,
with a correction to item 01-63 of the April minutes, indicating that the consulting
contract would be $90,000 plus $15,000 for expenses for one year.
01-74
Upon motion of Regent Roberds, seconded by Regent Butler, with all members voting
aye, it was ordered that the following appointment be approved.
1. President
Dr. Tito Guerrero's contract as President, at a salary of $176,500 for 100% time
for twelve months, effective July 2, 2001. Tenure is awarded with this contract.
01-75
Upon motion of Regent Roberds, seconded by Regent Wilhite, with all members voting
aye, it was ordered that the following appointments be approved.
1. Forestry
Mr. David C. Treadaway, Executive Director of the Piney Woods Conservation
Center, BAAS (Stephen F. Austin State University), at a salary of $35,000 for
100% time for twelve months, effective July 2, 2001.
2. Athletics
Ms. Jennifer Poulsen, Softball Coach, at a salary of $38,000 for 10.5 months
effective July 16,2001.
Mr. Daniel Eason, Director of the Wellness Center and Assistant Coach, at a
salary of $38,000 for twelve months, effective May 28, 2001.
01-76
Upon motion of Regent Wilhite, seconded by Regent Wulf, with all members voting aye,
it was ordered that the following appointments be approved.
1. Art
Ms. Amy George, Assistant Professor, M.F.A. (Clemson University), at a salary
of $44,000 for 100% time for nine months, effective September 1, 2001.
2. Economics and Finance
Dr. Jon P. Halverson, Visiting Assistant Professor, Ph.D. (University of
Alabama), at a salary of $46,000 for 100% time for nine months, effective
September 1,2001.
3. Elementary Education
Ms. Lysa Gaston, Instructor, M.Ed. (Stephen F. Austin State University), at a
salary of $41,000 for 100% time for nine months, effective September 1, 2001.
4. English and Philosophy
Ms. Reshim Dutt, Assistant Professor, M. A. (University of Minnesota), at a
salary of $34,000 for 100% time for nine months, effective September 1, 2001.
Ms. Shawnrece D. Miller, Assistant Professor, M.A. (Youngstown State
University), at a salary of $34,000 for 100% time for nine months, effective
September 1,2001.
Dr. Beverly J. Reed, Assistant Professor, Ph.D. (Purdue University), at a salary
of $34,000 for 100% time for nine months, effective September 1, 2001.
Dr. Kelley J. Salsbery, Assistant Professor, Ph.D. (Syracuse University), at a
salary of $34,000 for 100% time for nine months, effective September 1, 2001.
5. History
Dr. Daniel Newcomer, Assistant Professor, Ph.D. (Texas Christian University), at
a salary of $34,400 for 100% time for nine months, effective September 1, 2001.
6. College of Liberal Arts
Dr. Robert K. Herbert, Dean and Professor (Sociology/Anthropology), Ph.D.
(Ohio State University), at a salary of $99,000 for 100% time for twelve months,
effective August 6, 2001. Tenure is awarded with this appointment.
7. Management, Marketing and International Business
Mr. Robert M. Crocker, Assistant Professor, M.B.A. (University of South
Alabama), at a salary of $57,000 for 100% time for nine months, effective
September 1,2001.
8. Modern Languages
Ms. Marcela Valencia, Visiting Assistant Professor, M.A. (University of
Kentucky), at a salary of $32,500 for 100% time for nine months, effective
September 1,2001.
Mr. Alejandro Sanchez-Aizcorbe, Visiting Assistant Professor, M.A. (University
of Kentucky), at a salary of $32,500 for 100% time for nine months, effective
September 1,2001.
9. Music
Dr. Christopher A. Ayer, Assistant Professor, D.M.A. (University of
Cincinnati), at a salary of $36,000 for 100% time for nine months, effective
September 1,2001.
Dr. Jeffrey Jacobsen, Assistant Professor, D.M.E. (University of Northern
Colorado), at a salary of $40,000 for 100% time for nine months, effective
September 1,2001.
Dr. Mark E. Turner, Assistant Professor, D.M.A. (University of Houston), at a
salary of $36,000 for 100% time for nine months, effective September 1, 2001.
Mr. Brian Utley, Instructor, M.M. (Louisiana State University), at a salary of
$32,000 for 100% time for nine months, effective September 1, 2001.
10. Political Science and Geography
Mr. Newton J. Gaskill, Assistant Professor, M.A. (University of Texas), at a
salary of $34,500 for 100% time for nine months, effective September 1, 2001.
11. Secondary Education and Educational Leadership
Dr. Julia Ballenger, Assistant Professor, Ph.D. (University of Texas), at a salary
of $45,000 for 100% time for nine months, effective September 1, 2001.
Dr. Roberto E. Trevino, Assistant Professor, Ph.D. (University of Texas at
Austin), at a salary of $45,000 for 100% time for nine months, effective
September 1,2001.
01-77
Upon motion of Regent Wilhite, seconded by Regent Wulf, with all members voting aye,
it was ordered that the following changes of status be approved.
1. Biology
Dr. Robert Fleet, from Assistant Professor at a salary of $42,564 for 100% time
for nine months, to Lecturer in the Department of Mathematics & Statistics at a
salary of $31,000 for 100% time for nine months, effective September 1, 2001.
2. College of Liberal Arts
Dr. Robert Szafran, from Interim Dean at a salary of $86,735 for 100% time for
twelve months, to Professor of Sociology at a salary of $67,653 for 100% time for
nine months, effective September 1, 2001.
3. Instructional Technology
Dr. David Randolph McDonald, from Interim Director at a salary of $60,000 for
100% time for twelve months, to Director at a salary of $70,000 for 100% time
for twelve months, effective June 1, 2001.
4. Political Science and Geography
Dr. Ron Claunch, from Professor of Political Science at a salary of $60,279 for
100% time for nine months, to Interim Chair of the Department of Political
Science and Geography at a salary of $78,000 for 100% time for eleven months,
effective September 1, 2001.
5. Psychology
Dr. Gary Ford, from Chair of the Department of Psychology at a salary of
$70,115 for 100% time for eleven months, to Professor at a salary of $55,052 for
100% time for nine months, effective September 1, 2001.
Dr. Kandy Stahl, from Associate Professor at a salary of $43, 942 for 100% time
for nine months, to Chair of the Department of Psychology at a salary of $72,920
for 100% time for twelve months, effective September 1, 2001.
6. Sciences and Mathematics
Dr. Kenneth Farrish, from Associate Professor of Forestry at a salary of $64,899
for 100% time for twelve months, to Director of the Masters program in
Environmental Science at a salary of $75,000 for 100% time for twelve months,
effective September 1, 2001.
7. Secondary Education
Dr. Sandra Lowery, from Associate Professor at a salary of $49,440 for 100%
time for nine months, to Interim Chair at a salary of $80,000 for 100% time for
twelve months, effective September 1, 2001. Tenure is awarded with this
appointment.
Dr. Pat Jenlink, from Chair of the Department of Secondary Education and
Educational Leadership at a salary of $92,532 for 100% time for twelve months,
to Professor of Educational Leadership at a salary of $70,600 for 100% time for
nine months, effective September 1, 2001.
Dr. Betty J. Alford, from Assistant Professor at a salary of $45,197 for 100%
time for nine months, to Associate Professor in the Educational Leadership
doctoral program at a salary of $50,809 for 100% time for nine months effective
September 1, 2001. Dr. Alford was selected by committee for the position
following a national search.
8. Social Work
Ms. Kathleen Belanger, from Project Director and Lecturer at a salary of $48,901
for 100% time for twelve months, to Instructor at a salary of $40,695 for 100%
time for nine months, effective September 1, 2001.
9. University Police
Mr. Robert Putzke, from Assistant Chief of Police at a salary of $51,139 for
twelve months to Interim Chief of Police at a salary of $57,139 for twelve
months, effective December 16, 2000.
10. Business Affairs
Dr. Roland Smith, from Interim President at a salary of $174,468 for 100% time
for twelve months, to Vice President for Business Affairs at a salary of $112,882
for 100% time for twelve months, effective July 2, 2001.
11. Physical Plant
Ms. Sherry L. Moore, from Coordinator, at a salary of $34,608 for 100% time for
twelve months, to Assistant Director, at a salary of $50,000 for 100% time for
twelve months, effective April 16, 2001.
01-78
Upon motion of Regent Wulf, seconded by Regent James, with all members voting aye, it
was ordered that the following request for retirement and subsequent modification of
employment be approved:
Dr. Bobby Johnson, History, effective September 1, 2002.
01-79
Upon motion of Regent Wulf, seconded by Regent Roberds, with all members voting aye
it was ordered that the following retirements be accepted.
1. Chemistry
Dr. Roger S. Case, Associate Professor, effective August 31,2001.
2. Informational Technology Services
Mr. Michael Jennings, Director, effective July 16, 2001.
01-80
Upon motion of Regent Wilhite, seconded by Regent Butler, with all members voting aye,
it was ordered that the following holiday schedule be approved. This schedule will allow
SFA to be closed for 2 days at Thanksgiving, 7 working days at Christmas, 5 working
days at Spring Break, and July 4th, which totals fifteen days. Employees will be required
to take two days of vacation or compensatory time on Thursday, March 14 and Friday
March 15.
Holidays for 2001-2002
November 22 December 26 January 1 March 14
November 23 December 27 March 11 March 15
December 24 December 28 March 12 July 4
01-81
Upon motion of Regent Butler, seconded by Regent James, with all members voting aye,
it was ordered that the last Class Day Report for the spring semester, 2001 be approved
as presented.
01-82
Upon motion of Regent Wulf, seconded by Regent Butler, with all members voting aye it
was ordered that the Chair of the Board be authorized to sign the official report for
Underenrolled Classes for Summer, 2001 when the data are available.
01-83
Upon motion of Regent Wilhite, seconded by Regent Roberds, with all members voting
aye, it was ordered that a called meeting will be held August 15 at 9:00 A.M. to receive
presentations from four marketing firms, and to select the firm to conduct the SFA
marketing program.
01-84
Upon motion of Regent Butler, seconded by Regent Wulf, with all members voting aye it
was ordered that the Liberal Arts Building be named the Vera Dugas Liberal Arts
Building.
01-85
Upon motion of Regent James, seconded by Regent Butler, with all members voting aye
it was ordered that the revisions to the Intercollegiate Athletic Policy and Procedure
Manual be approved as presented.
01-86
Upon motion of Regent Roberds, seconded by Regent James, with all members voting
aye, it was ordered that the TIF grant applications by the Library and Instructional
Technology be approved, and that Certified Assurance be provided by the Board of
Regents.
01-87
Upon motion of Regent Wilhite, seconded by Regent Butler, with all members voting aye,
it was ordered that approval be given for allocation of the available balances and any
additional earnings on the available balances on the 1995 HEAF and 1996 Auxiliary bonds
to pay respective debt service costs.
01-88
Upon motion of Regent Roberds, seconded by Regent Butler, with all members voting
aye, it was ordered that the University be authorized to continue with the insurance RFP
process, including tabulations of bids, and that the Finance Committee of the Board be
authorized to review proposals and select the University's insurance provider or
providers prior to the August 31, 2001 deadline.
01-89
Upon motion of Regent Butler, seconded by Regent Wilhite, with all members voting aye,
it was ordered that the University be authorized to proceed with the RFP process,
including selection of a delinquent-accounts processor or processors. Any delinquent
account from 1995 to date in amounts greater than $100 would be submitted for
collection. Prior to submission, the University will contact each student at the last
known address and request payment. This will provide former students with the
opportunity to avoid collection fees. Future delinquent accounts will be routinely
submitted for collection within 120 days of the end of the semester or summer term for
students not engaged in an active repayment plan.
01-90
Upon motion of Regent Wilhite, seconded by Regent Wulf, with all members voting aye,
it was ordered that the proposal for Athletic Concessions submitted by ARAMARK
Educational Services be accepted and that a contract be negotiated and signed by all
parties.
01-91
Upon motion of Regent Roberds, seconded by Regent Butler, with all members voting
aye, it was ordered that the University be authorized to proceed with the biology
greenhouse and Miller Science Building roofing projects and that the President be
authorized to sign the necessary purchase orders and contracts. Cost of the greenhouse
project is not to exceed $400,000. Funding is from renovation savings and the roofing
allocation in the FY 2002 annual budget, if necessary.
01-92
Upon motion of Regent Butler, seconded by Regent Wilhite, with all members voting aye,
it was ordered that the Resolution Authorizing a Request for Financing (for $14,070,000
Tuition Revenue Bond funding) be approved as presented in Appendix No. 1 and that the
President and staff be authorized to proceed with the bond transaction as directed by the
Texas Public Finance Authority at the appropriate time.
01-93
Upon motion of Regent Roberds, seconded by Regent Wilhite, with all members voting
aye, it was ordered that approval be given to the purchase of the Blackbaud software
system license at a cost not to exceed $90,000 and that the President be authorized to
execute related contracts. Cost of the software and future annual maintenance is to be
paid in equal thirds by the University, the SFASU Foundation, Inc. and the SFASU
Alumni Association.
01-94
Upon motion of Regent James, seconded by Regent Butler, with all members voting aye,
it was ordered that the 2001-02 budget totaling $132,394,898 be approved. The 2001-02
budget includes a $4 per semester credit hour increase in Designated Tuition and a 3%
increase in room and board. The 2001-02 budget also includes a 4% merit pool for
faculty, and the greater of a $100 per month or 4% increase for non-faculty employees.
The detailed HEAF Allocation is included in Appendix No. 2.
01-95
Upon motion of Regent Wilhite, seconded by Regent Butler, with all members voting aye,
it was ordered that the University be authorized to seek proposals for architectural and
construction manager services for the addition of space for telecommunication facilities
and renovation or replacement of the Birdwell Building. Proposals will be presented to
the Board of Regents for approval.
01-96
Upon motion of Regent Wilhite, seconded by Regent Wulf, with all members voting aye,
it was ordered that approval be given for the following relative to East College Cafeteria:
(1) that the University and construction manager be authorized to proceed with work on
the Pizza Hut addition; (2) that the University and construction manager be authorized to
develop plans and specifications, obtain bids and contract for the remainder of the
proposed work; (3) that the President be authorized to sign the required purchase orders
and contracts.
01-97
Upon motion of Regent Wulf, seconded by Regent James, with all members voting aye, it
was ordered that the University contract with Global Roof Consultants, Inc. for a first
year cost of $12,500. Pricing for the second through fifth years is to be negotiated and
the President is authorized to sign the contract. The contract is not to exceed $90,000 for
five years.
01-98
Upon motion of Regent Wilhite, seconded by Regent Wulf, with all members voting aye,
it was ordered that the policy revisions be adopted as presented in Appendix No. 5.
8
REPORTS
A. Faculty Senate Chair Joe Devine:
1. Senate actions in the past quarter
a. Concern about faculty salaries
b. Desire to preserve small class size and instruction by faculty with terminal
degrees
c. Library funding needs improving
d. Intellectual policy
2. Issues for the coming academic year:
a. Study of salary inequities
b. Allocation of auxiliary funds
c. Parking garage: the senate may study the question, but seems very unlikely to favor it
d. Do we offer enough evening courses?
B. Student Government President Charlie Hueber
1. Introduction
2. Minor in Leadership
C. President Tito Guerrero
1. Faculty Welcome Reception and Picnic
2. Retreat with Board of Regents members
3. Graduation - August 11, 2001
4. Bet with President of Portland State University
5. Pizza with the President
6. Harvard Seminar for New Presidents
Meeting adjourned at 11:35 a.m.
Appendix No. 1
RESOLUTION AUTHORIZING A REQUEST FOR FINANCING
WHEREAS, the Texas Public Finance Authority (the Authority ) has the exclusive
authority to act on behalf of Stephen F. Austin State University (the University ) in the
issuance of bonds pursuant to Tex. Rev. Civ. Stat, art. 60 Id as amended; and
WHEREAS, the University has been authorized to acquire, purchase, construct, improve,
renovate, enlarge, or equip property, buildings, structures, facilities, roads or related
infrastructure to be financed by the issuance of bonds pursuant to Texas Education Code
55.1727 in the aggregate principal amount not to exceed $14,070,000; and
WHEREAS, the Board of Regents of Stephen F. Austin State University (the Board of
Regents ) now desires to approve and authorize financing to enable the University to
acquire, purchase, construct, improve, renovate, enlarge, or equip property, buildings,
structures, facilities, roads or related infrastructures, and authorizes the President of the
University (the President) or designees to submit requests for financing to the
Authority from time to time to issue bonds in an aggregate amount of $14,070,000 to
enable the University to acquire, purchase, construct, improve, renovate, enlarge, or equip
property, buildings, structures, facilities, roads or related infrastructures and to take other
actions related thereto.
THEREFORE, BE IT RESOLVED BY THE BOARD OF REGENTS OF STEPHEN F.
AUSTIN STATE UNIVERSITY THAT:
1) The University is duly authorized by law pursuant to Texas Education Code, Section
57.1727 to acquire, purchase, construct, improve, renovate, enlarge, or equip
property, buildings, structures, facilities, roads or related infrastructures to be
financed by the issuance of bonds in accordance with Texas Education Code, Chapter
55, Subsection B in the aggregate amount not to exceed $14,070,000;
2) Dr. Tito Guerrero, President, or his designee is hereby authorized and directed to
submit requests from time to time to the Authority to issue bonds in an aggregate
amount not to exceed $14,070,000 in order that the University may acquire, purchase,
construct, improve, renovate, enlarge, or equip property, buildings, structures,
facilities, roads or related infrastructures as these projects are specifically approved
by the Board of Regents and further approved by the Texas Higher Education
Coordinating Board as may be required;
3) the President is hereby further authorized to approve, execute, and deliver or cause to
be delivered those documents and such other instruments including but not limited to
the financing documents required by the Authority s rules, and to take such other
10
actions as are necessary and appropriate in connection with the issuance, sale, or
delivery of the bonds;
4) due notice of the meeting and the subject matter of this Resolution was given as
required by law; and that a quorum of the Board of Regents was present at the
meeting at which this resolution was considered.
Adopted/Rejected by a vote of
July m 2001.
Chairman, Board of Regents
Stephen F. Austin State University
yeas, Q nays effective as of
Secretary, Board of Regents
Stephen F. Austin State University
11
Department
Fiscal Year 2001-02 HEAF Available
Debt Service
Instructional Capital
Library Books and Materials
Admissions
Admissions
Admissions
College of AAS/Communication
College of AAS/Social Work
College of AAS/Social Work
College of AAS/Social Work
College of AAS/Social Work
College of AAS/Social Work
College of AAS/Social Work
College of AAS/Social Work
College of AAS/Social Work
College of AAS/Social Work
College of AAS/Social Work
College of AAS/Social Work
College of AAS/Social Work
College of AAS/Social Work
College of AAS/Social Work
College of AAS/Social Work
College of AAS/Social Work
College of AAS/Social Work
College of AAS/Social Work
College of AAS/Social Work
College of AAS/Social Work
College of AAS/Social Work
College of AAS/Social Work
College of AAS/Social Work
College of AAS/Social Work
College of AAS/Social Work
College of AAS/Social Work
College of AAS/Social Work
College of Business
College of Business
College of Business
College of Business
College of Business
College of Business
College of Education/Agriculture
College of Education/Agriculture
College of Education/Agriculture
College of Education/Agriculture
College of Education/Agriculture
College of Education/Agriculture
College of Education/Agriculture
College of Education/Human Sci
College of Education/Human Sci
College of Education/Human Sci
College of Education/Human Serv
College of Education/Kines & Health
College of Education/Kines & Health
College of Education/Kines & Health
College of Education/Kines & Health
College of Education/Secondary Ed
Stephen F. Austin State University
HEAF Allocation
for Fiscal Year 2001-02
Item/Project
Bond Debt Service Payments
Academic Capital Equipment
Library Acquisitions
PCs
Laptop
Printer
Classroom presentation equipment and computers
7 Chairs for reception area
Area directory board
Conference table
12 Conference chairs
2 Chairs for classroom desks
2 Metal desks for classrooms
2 Podiums for classrooms
1 Mailbox/Sorting Tables w/shelf
3 Executive desks
3 Executive Credenzas
Desk
Credenza
3 Executive chairs
2 Round tables for library
8 chairs for library
60 student desks
TV/VCR
Overhead projector
Screen
2 Filing Cabinets
LCD
Large Workstation panels
Small Workstation panels
6 Undershelf task lights
6 Mobile file pedestals
6 tables for work area
6 computer tables
Chair replacement in McGee Computing Lab
Carpet replacement in McGee Computing Lab
Upgrade McGee Building data network for 12
Complete renovation of Classroom BU 467
Renovation of Classroom BU 477
Replace comupter in BU 116
Tractor with front end loader
ALIS Software for Soil Testing Lab
Fence replacement at Beef Farm
Equipment replacement in Ag Mechanics Lab
Restroom facilities at Forage Center
Renovation of Ag Room 115
No-till seed drill
Space renovation for HMS 115, large lecture room
Create storage area, N. end of HMS N. adjacent/unde
Space reconfiguration of HMS 209/209B
Neuroscience Lab evoked response assessment equi
Resurface racquetball courts
Resurface tennis courts
Classroom chairs
Glass enclosure of one racquetball court
Remodel 404 workroom mailbox
Allocation
$721,899
$1,250,000
$1,250,000
$22,000
$2,500
$2,000
$27,831
$1,750
$300
$3,017
$4,560
$200
$1,000
$430
$897
$6,087
$4,254
$750
$800
$1,650
$396
$400
$7,140
$300
$200
$190
$500
$3,000
$11,180
$4,560
$840
$2,046
$1,302
$780
$20,000
$15,000
$40,000
$8,750
$20,000
$2,500
$50,000
$25,000
$26,400
$20,000
$4,500
$17,500
$12,500
$35,000
$5,000
$10,000
$20,000
$35,200
$65,000
$2,500
$25,000
$600
Appendix No. 2
Department
Total
$6,633,109
$721,899
$1,250,000
$1,250,000
$26,500
$86,360
$106,250
12
Department
College of Education/Secondary Ed
College of Education/Secondary Ed
College of Education/Secondary Ed
College of Education/Secondary Ed
College of Education/Secondary Ed
College of Education/Secondary Ed
College of Education/Secondary Ed
College of Education/Secondary Ed
College of Education/Secondary Ed
College of Fine Arts/Theare
College of Fine Arts/Music
College of Fine Arts/Turner
College of Fine Arts/Box Office
College of Fine Arts/Music
College of Fine Arts/Turner
College of Fine Arts/Turner
College of Forestry/Construction
College of Liberal Arts/Stone Fort
College of Liberal Arts/History
College of Liberal Arts/Psych Clinic
College of Liberal Arts/Mod Lang
College of Liberal Arts/English
College of Liberal Arts/Psych
College of Liberal Arts/Stone Fort
College of Liberal Arts/Stone Fort
College of Sci/Math/Physics
College of Sci/Math/Chemistry
College of Sci/Math/Biotechnology
College of Sci/Math/Chemistry
College of Sci/Math/Physics
College of Sci/Math/Biotechnology
College of Sci/Math/Biology
College of Sci/Math/Nursing
Instructional Technology
Instructional Technology
Instructional Technology
Instructional Technology
Instructional Technology
Instructional Technology
Library
School of Honors
School of Honors
Financial Aid
Financial Aid
Financial Aid
Financial Aid
Information Technology Services
Information Technology Services
Information Technology Services
Information Technology Services
Information Technology Services
Information Technology Services
Information Technology Services
Physical Plant
Physical Plant
Physical Plant
Physical Plant
Physical Plant
Physical Plant
Physical Plant
Physical Plant
Physical Plant
Physical Plant
Item/Project
Remodel 404j office
Paint and wall covering
Base board cove molding, etc.
Book shelves, brackets, etc.
Gateway Systems (17) to upgrade computers in doctc
HP LaserJet printers (3) for doctoral lab
Copiers (3) replacements at 3 CPDT field sites
iMac systems (60) at 3 CPDT field sites (20 @ ea site
SuperDisk Drives for Mac (60) at 3 CPDT field sites (i
Renovation, Griffith 306
Remodeling, Music Building green room
Stage equipment - cyclorama, scrims
Thermal ticket printer
Acoustical treatment, Cole Concert Hall
Renovation, green room
Electrical work
Renovate tree physiology teaching lab in Forestry Buil<
Building repairs
Classroom renovations
Renovations
Computer and printer stations
Upgrade of Laz Corley computer lab
Remainder of renovations to Psych Clinic (total was 1^
Add visitor restroom
Macintosh computer for visitor kiosk
Renovation of Physics Resource Center
Tile for balance room
Fume hoods
Laboratory benches and tables
Storage cabinets
Acid and organic cabinets
Bulletin boards
Renovate administrative area
Laptop computers (17) matching funds for DI4 grant
Integrator software w/installation
WebCT campus edition software
MCU card for model 200 multipoint vodeo conferencir
Photoshop software
Wiring management ITV classrooms
Imaging system
Laptop computers (2)
Dell computers (2)
PCs (5)
Auto-folding machine for correspondence
Bulletin boards
Laminating machine for bulletin boards
Upgrade computers and software
HEAF Telecommunications expenditures
Network upgrade and expansion
SCT integrator and software
Desktop anti-virus software site license
Desktop firewall software license
Web-based help desk system
Replacement vehicles
Computers (10) to upgrade work order system
Custodial/Grounds trash containers (50) Kawasaki mu
Air handler for Kinesiology
Sidewalk repair
Sign engraving machine
Air handler for Rusk
Custodial equipment
Temperature/humidy controls for East Texas Research
Variable speed drives on fan and coil in Nursing/Math
Department
Physical Plant
Physical Plant
Physical Plant
Vice President for Business Affairs
Purchasing
Purchasing
Purchasing
Purchasing
Purchasing
Printing Services
Public Affairs
Public Affairs
Public Affairs
Counseling and Career Services
Counseling and Career Services
Counseling and Career Services
Counseling and Career Services
Counseling and Career Services
Disability Services
Disability Services
Disability Services
Disability Services
Disability Services
Disability Services
Postal Services
Postal Services
Postal Services
Student Development
Student Development
Student Development
Student Development
Student Development
Student Development
University Police
General Counsel
Item/Project
Repairs and repaving of Clark Blvd.
Roof Replacement and Building Restoration
Austin Building Fire Alarm System
Contingency
Copier
Computer equipment
Chairs
Printer for requisitions
Copier/printer for surplus area at SRC
2nd year commitment to lease/purchase Xerox Docute
Computer editing system and software upgrades
Portable camera light and replacement batteries
Various field and studio microphones for video produci
Carrels (10)
PCs (2) for TIF grant matching funds
PC (1) file server
PCs (4)
Printer (1)
Computer assisted notetaker system
Gateway Solo Laptops/external monitor 2@$1700
Media Carts 2@$200
Replace carpet and baseboard in offices and halls
Transcription technology - TRC-8080 standard cassette
transcriber wA/SC Sonyo Pro-line, w/foot control ar
Pitney Bowes Paragon II
Laser scanner
Address and barcode printer
Renovation/furniture for Rusk 302
Power Mac G4 (5 @ $1700 ea)
Macintosh server G4
Meeting Maker software
Palm Vllx (2 @ $449 ea)
Shipping/handling
Police communication equipment
PC with monitor
TOTAL ALLOCATION
$4,500
$6,633,109
14
Appendix No. 3
Stephen F. Austin State University
Schedule of Budget Increases
April 13, 2001 to July 3, 2001
ACTIVITY RECIPIENT TRANSFER SOURCE
SOURCE DESCRIPTION
Overrealized Income
Overrealized Income
Overrealized Income
Overrealized Income
Overrealized Income
Overrealized Income
Overrealized Income
TOTAL
15
I certify that the ibove included all firms that have been contacted for bids, and their replies are exactly as stated.
Reason for awan! to other than low bidder:
Why Emergency Exists:
Signature
Why Requirrmei ts not anticipated:
certify that the above included all firms that have been contacted for bids, and their replies are exactly as stated,
Reason for award to other than low bidder: Signature
Why Emergency Exists:
Why Requirements not anticipated:
00
ru
I certify that the above included all firms that have been contacted for bids, and their replies are exactly as stated.
Reason for award to other than low bidder: Signature
Why Emergency Exists:
* hs \
Why Requirements not anticipated:
To: Diana Boubel
From: Lynda Langham <llangham@sfasu,edu>
Subject Fwd: 0529.260
Cc:
Bcc:
Attached:
Date: Tuer 29 May 2001 13:18:18 -0500
To: "texasregister@sos.statatx.us" <texasregister@so$.state.tx.us>
From: Lynda Langham <IIangham@sfasu.edu>
Subject 0529.260
Cc: "Roland Smith, Interim President" <rksm'rth@s1a$u.edu>
Please publish the following notice in the earliest available edition of the Texas Register
Submission form to follow via FAX.
Thank you.
Stephen F. Austin State University
Notice of Availability of Consulting Services Contract
This request for consulting services is tiled under the provisions of the Government Code
Chapter 2254.
PURPOSE: Stephen F. Austin State University is seeking consulting sen/ices to provide
inspection and budget forecasting for all educational and support facility roofs for a period of
five years, beginning September 1,2001 and ending August 31, 2006. Proposed inspection
and documentation will provide the following:
1. physical inspection of all campus facility roofs
2. documentation of observed conditions with emphasis on known roof problems reported leak
conditions and preventative maintenance
3. summary of conditions requiring manufacturer warranty notification
4. summary of conditions requiring roof related repair
5. summary of roofs projected for replacement for the fiscal years 2002 through 2006
6. final reports to be presented in CPU Windows 95/98 environment Including building history
of roof type, age, construction, flashing type, square footage, insulation, material manufacturer
etc., current conditions, budget forecast of repairs and replacements, roof plans excel spread
sheet, photographs and warranties.
Additional roof inspections shall be provided during repair or construction as required by the
University, with the price to be negotiated depending on specific requirements for each job.
ELIGIBLE APPLICANTS: All governmental, public, nonprofit private, or for-profit private
entities that can demonstrate the expertise necessary to carry out the required consultant
services are encouraged to submit proposals.
19
PROPOSAL FORMAT; Interested parties must submit proposal with the following
information: experience, qualifications, cost for inspection services to be provided the first
year, subsequent years to be negotiated annually, the name, address, and phone number of the
individual assigned to the account and the vendor identification number/tax identification
number of the applicant.
SELECTION CRITERIA: Evaluation will be made by the Director of Purchasing and the
Associate Director of Facilities Services based upon evidence of the applicants knowledge
and experience in performing the specified services and costs.
DEADLINES: Proposal must be received in the office of Diana Boubef, Director of
Purchasing, PO Box 13030, 2124 Wilson Drive, Nacogdoches, TX 75962 by June 12, 2001,
5:00p.m. A decision will be made at the regularly scheduled Board of Regents meeting July,
2001. Contract to be effective September 1,2001 through August 31,2006 up to an estimated
amount not to exceed $80,000. Please contact Diana Boubel at (936) 46&-2206 or John Rulfs
at (936) 468-4341 for more information.
Lynda Langham
Secretary to the General Counsel
Stephen F. Austin State University
P.O. Box 13065, SFA
Nacogdoches, TX 75962
Phone: 93&468-4305
Fax: 936-468-3875
E-Mail: Hangham@sfasu.edu
20
Appendix No. 5
Policies for Board Review
July 17,2001
21
Policies for Board Review
July 17,2001
22
Agency Accounts A-01,2
Original Implementation: January 20, 1998
Last Revision: NeaeJi/fy 17, 2001
Agency Accounts are F/unds held in agency accounts are held by the institution
University acting as the-custodian or fiscal agents/or others. The money is deposited with
the University for safekeeping, to be used or withdrawn by the depositor at will. All
Agency Accounts must be related to the mission of the University. The University, at its
sole discretion, will determine whether or not to establish an Agency Account, se funds
may be held on bohalf of students, faculty, staff, organizations, or some other third party.
Agency accounts will be assigned account numbers in the 09xxxx series. The University
reserves the right to commingle faeseAgency funds with University cash accounts funds,
which may be deposited in banks external to the institution/manc/fl/ institutions. Agency
Accounts will neithernot accrue earn interest in any manner nor wHirbe assessed
administrative costs or fees be assessed by the University to tho account, except for
specifically identifiaZ?/eed bank charges related directly related to the-a specific a^gency
Account-&mAs. Vsese-Agency funds will be accounted for withmanaged at the same level
of safekeeping as funds owned by the University funds. See Policy C-34, Request to
Establish an Account, to establish an account. The University reserves the right to not
establish agency accounts which create unreasonable obligations for tho University or for
other reasons within the institution s sole discretion. Establishment of agency accounts
must be related to the mission of the University. Should owners of eny-the a^gency
aeeemtfunds wish to conduct an audi^independent auditof the University s own
initiative, they may do so, and must by obtaining their own Aauditor withaf their own
im&sexpense. These Agency Accounts are subject to review by University and other
sState agency officials? as well as anyone legally authorized or those with authority to do
so. under law
Request to Establish an Agency Account
A request to establish an Agency Account is made by completing the Request to
Establish an Account form (Policy C-34). The form is available from the Controller s
Office or at https://apache. SFASU ED U/sfa forms/frsacct req.shtml. If approved, the
Agency Account will be assigned an account number (0-9XXXX), which will be used by
the owner when depositing or withdrawing funds.
Disbursement from an Agency Account
Owners of Agency funds may withdraw funds or make payment to vendors by either of
two methods:
• Complete a Purchase Voucher form on-line (Policy C-31) (available at
https://APACHE.SFASU.EDU/sfa_forms/purchasevoucher.shtml). Print the
completed form, sign it, and submit it to the accounts payable department in the
Controller s Office.
• Complete a Request for Disbursement from an Agency Account form , available
from the Controller s Office or at
PI
httvs://apache.SFASU.EDU/sfaJorms/REOUESTFOR DISBURSEMENT.shtml
Print the completed form, sign it, and submit it to the accounts payable department in
the Controller s Office.
All checks will be mailed unless written instructions are provided on these forms. Allow
one week for check processing.
Negative Balances in Agency Account Prohibited
Agency Accounts are not permitted to bavecarry negative balances. Therefore,$bmte
negative balances inadvertently occur, the University may assess all costs associated with
collecting funds owed to the institution including but not limited to: a $25 institutional
fine each time an account goes into a negative balance. If an Agency Account is referred
for collection, the Account will be assessed all collection agency costs, interest, and legal
fees, and costs associated costs, therewith.
Source of Authority: Vice President for Business Affairs
Cross Reference: l>teneRequest to Establish an Account, Policy C-34; Purchase Voucher
Policy C-31
Contact for Revision: University Controller
Forms: See forms for Request to Establish an Account, Policy C 34 Request to Establish
an Account (available from the Controller s Office or at
httvsJ/apache.SFASU.EDU/sfaforms/frs acct req.shtml: Purchase Voucher (available
at https://fAPACHE.SFASU.EDU/sfaJorms/purchasevoucher.shtml): Request for
Disbursement from an Agency Account (available from the Controller s Office or at
httvs://apache.SFASU.EDU/sfa forms/REOUEST FOR DISBURSEMENT.shtml)
P2
Distinguished Professor Award A-16
Original Implementation: Unpublished
Last Revision: April 28, 1998 July 17, 2001
The Stephen F. Austin State University Alumni Association honors an outstanding
faculty member at its awards luncheon, which follows Commencement each spring
semester. Nominations are solicited through the Faculty Bulletin Focus in early February
with the deadline for nominations about o/March 1. A committee made up of the last
three recipients reviews the nominations and presents their recommendation to the Vice
President for Alumni Affairs of the Alumni Association. The selection of the
Distinguished Professor is made by the Alumni Association Board of Directors.
Criteria for the selection of the Alumni Association Distinguished Professorship Award
are listed below:
1. In general, the faculty member selected should most nearly satisfy the criteria for
faculty excellence as published in the SFASU Faculty Handbook incorporating teaching,
scholarly/creative, and service activities.
2. The recipient must be a tenured member of the faculty. Academic administrators
holding a position above that of department chair or director are not eligible.
3. The recipient must have been a full-time teacher at SFASU for three years.
4. The recipient must be an active member of the faculty at the time of the award.
5. Scholarship, citizenship, and contribution to academic excellence and the University's
mission should be of such caliber as to bring positive and wide-spread recognition to
SFASU.
Nominations are solicited through the faculty/staff newsletter Focus in early February
with a March 1 deadline for nominations. Nominations should be submitted on a
"Distinguished Professor Award Nomination Formr available from the Alumni
Association. A committee made up of the last three recipients reviews the nominations
and presents their recommendation to the Executive Director of the Alumni Association
Vice President for Alumni Affairs. The selection of the Distinguished Professor is made
by the Alumni Association Board of Directors.
Source of Authority: President, Alumni Association Board of Directors
Cross Reference: None
Contact for Revision: Vice President for Alumni Affairs
Forms: None
P3
Instructor-Generated Materials A-22.1
Original Implementation: September, 1990
Last Revision: July 11, 1998July 17, 2001
"Instructor-generated materials11 generally refers to coursepacks or other such class
materials that are intellectual property compilations and are intended for sale. They are
not merely handouts, copies, textbooks, or trade books published by a commercial or
university press. Copies of handouts distributed in class are provided to students and paid
for by course fees. Published textbooks or trade books must be sold through bookstores.
Under no circumstances, may faculty members sell instructor-generated or other
academic materials directly to students.
Instructor-generated materials must be favorably reviewed and approved by an
appropriate review committee within the faculty member's department and by the dean of
the college involved. The instructor-generated materials may then be sold through the
University bookstore or off-campus vendors.
The University and faculty member(s) will negotiate a royalty agreement in advance of
the sale of instructor-generated materials in the University bookstore to properly
compensate the faculty member(s) for their time, effort, and intellectual property, unless
it was a work made for hire. See Intellectual Property. Policy D-20. The University shall
not be responsible for royalties or other financial benefits on instructor-generated
materials sold by off-campus vendors.
The faculty member(s) shall retain the right to edit and amend their intellectual property
as necessary, subject to a department/college review, to determine whether the general
quality of scholarship renders the material suitable for sale. No departmental/college
review may infringe upon the academic freedom of the faculty member(s) who created
the instructor-generated materials.
The General Fair Use Guidelines as described in Copyrighted Works Reproduction.
Policy A-12, are applicable to instructor-generated materials. Copyright notices,
appropriate citations and attributions should be included. The faculty-staff member who
compiles the instructor-generated materials shall be responsible for complying with these
guidelines. Permission must be obtained for materials that will be repeatedly used by the
same instructor for the same class. Using a commercial copy shop does not necessarily
relieve the creator of instructor-generated materials of liability, unless the Fair Use
Guidelines are followed or the copy shop pays appropriate royalties. Campus copy
centers are not permitted to copy such materials, unless these guidelines are followed.
Source of Authority: President, Vice President for Academic Affairs
Cross Reference: Faculty Handbook, University Policies D-20. Intellectual Property and
A-12, Copyrighted Works Reproduction
Contact for Revision: Vice President for Academic Affairs
Forms: None
P4
Off-Air Recording of Broadcasts for A-33
Education Use
Original Implementation: December 21, 1982
Last Revision: April 21, 1998 July 17, 2001
The following guidelines must be observed in the off-air recording of broadcast
programming for educational use:
1. A broadcast program may be recorded off-air simultaneously with the broadcast
transmission (including simultaneous cable retransmission) and retained by Stephen F.
Austin State University for a period not to exceed the first forty-five (45) consecutive
calendar days after the date of the recording. Upon conclusion of such retention period,
all off-air recordings must be erased or destroyed immediately. Broadcast programs are
television programs transmitted by television stations for reception by the general public
without charge. Programs may not be recorded from a television satellite unless these
programs are authorized for free reception or the institution obtains a license to copy the
programs.
2. Off-air recordings may be used once by individual teachers in the course of relevant
teaching activities, and repeated once only when instructional reinforcement is necessary,
in classrooms and similar places devoted to instruction within a single building, cluster,
or campus, as well as in the homes of students receiving formalized home instruction,
during the first ten (10) consecutive school days in the 45-calendar-day retention period.
School days are school session days-not counting weekends, holidays, vacations,
examination periods, or other scheduled interruptions-within the 45-calendar-day
retention period.
3. Off-air recordings may be made only at the request of and used by individual teachers
and may not be regularly recorded in anticipation of requests. No broadcast program may
be recorded off-air more than once at the request of the same teacher, regardless of the
number of times the program may be broadcast.
4. A limited number of copies may be reproduced from each off-air recording to meet the
legitimate needs of teachers under these guidelines. Each such additional copy shall be
subject to all provisions governing the original recording.
5. After the first ten (10) consecutive school days, off-air recordings may be used to the
end of the 45-calendar-day retention period only for teacher evaluation purposes; i.e., to
determine whether or not to include the broadcast program in the teaching curriculum,
and may not be used in the recording institution for student exhibition or any other non-evaluation
purpose without authorization.
6. Off-air recordings need not be used in their entirety, but the recorded programs may
not be altered from their original content. Off-air recordings may not be physically or
electronically combined or merged to constitute teaching anthologies or compilations.
P5
7. All copies of off-air recordings must include the copyright notice on the broadcast
program as recorded.
8. This policy statement applies to any transmission medium used to convey the program;
broadcast, cable, satellite, or any other transmission medium whether open or closed in
nature, and applies to any form of transmitted information from any source except when
a different, explicit agreement exists between the parties originating and receiving the
program or information.
Source Of Authority: Vice President for Academic Affairs
Cross Reference: Faculty Handbook
Contact for Revision: Vice President for Academic Affairs
Forms: None
P6
Performance Evaluation of Tenured Faculty A-37.1
Original Implementation: August 26, 1997
Last Revision: January 30, 200Uuly 17, 2001
Purpose
The evaluation of faculty performance at Stephen F. Austin State University is a long
standing practice. The Policy for Performance Evaluation of Tenured Faculty at Stephen
F. Austin State University broadens the scope of previous University policies relating to
faculty evaluation. This policy increases the available options for addressing the
performance measures of tenured faculty. When obtained according to this policy, the
results of the evaluation of a tenured faculty member may be used to support personnel
decisions relating to commendations, suggestions for improvement, and when required,
counseling of a faculty member whose evaluation shows the necessity for a professional
development plan designed to address deficits in performance. A faculty member who
satisfactorily meets the conditions of the professional development plan ends
participation in the plan. If after a specified period of time the faculty member has not
fulfilled the goals of the plan, dismissal procedures may be initiated in accord with
University policy.
Academic Freedom and Responsibility
Stephen F. Austin State University regards academic freedom as critical to the
maintenance of a positive scholastic atmosphere where free exchange of thought is
encouraged, where faculty and students alike enjoy the opportunity to broaden their
knowledge and where one's full potential can be realized. We therefore adhere to the
statement on Academic Freedom and Academic Responsibility as articulated in Policy A-Evaluation
& Criteria
For the purpose of assessing performance of tenured faculty, each academic unit has
developed criteria for categories of performance, under the guidelines of policy E-20A,
"Evaluation, Merit Pay, Promotion and Tenure". Tenured faculty in each department
shall be evaluated annually for "teaching, performance/scholarly/creative activity, and
service". Peer review will be included within the evaluation process at least to the extent
required by law.
When a faculty member receives a satisfactory annual review, the evaluation process is
concluded. The faculty member may then be considered for merit and/or promotion.
A single unsatisfactory review results in a consultation with the academic unit head.
When a tenured faculty member receives two unsatisfactory annual evaluations within
any three year period, a comprehensive professional review will be initiated. Regardless
of the format used for performance evaluation of tenured faculty, all forms must include a
check off as follows:
Satisfactory
Unsatisfactory
The evaluator must definitively check one of these blanks.
P7
Professional Review & Development Plan
The purpose of the professional review is to identify and place on record the deficiencies
in performance and to formulate a specific professional development plan aimed at
addressing the deficiencies. The professional review begins with the academic unit
director notifying the faculty member that he/she is subject to professional review. As
part of the process the director will inform the faculty member of the procedures for the
review. The faculty member can request that the review rocess be conducted by the
academic department director or by a committee constituted according to procedures
established in each College.
The reviewer(s) will consider the two previous unsatisfactory evaluations of the faculty
member and recommend a specific development plan to the unit director within sixty
days. The development plan will specify the deficiencies that are being addressed and
what steps the faculty member needs to take to remediate the performance deficiencies
according to a timeline. The development plan will be given final review by the unit
director, the dean/librarian, and the faculty member. A final plan should be the
collaborative effort of the three parties and should seek to benefit both the faculty
member and the university. It is expected that all parties involved in the process of
implementing a specific development plan will work in good faith. The annual evaluation
process prescribed in Evaluation, Merit Pay, Promotion and Tenure, Policy E-20A, is
suspended while a faculty member is under professional review.
All professional development plans are formed to address specific situations and may
vary from one plan to another. However, each professional development plan should
include the following: 1) specific deficiencies to be addressed in the plan; 2) specific
objectives needed to remediate the named deficiencies; 3) a list of activities to be carried
out to achieve the required outcomes of the professional development plan; 4) a schedule
of deadlines for completing the activities; 5) criteria that will be used to assess progress;
6) a plan for periodic documented assessment to be conducted at least annually.
Assessment documentation must include a statement of progress prepared by the faculty
member and a formal written response by the evaluator(s). The university will provide
reasonable support for the professional development plans within available resources.
At the completion of the schedule stated in the plan, the unit director will make a final
report to the faculty member, the review committee, and the dean/librarian. If the director
and the dean/librarian agree that the faculty member has successfully completed the
development plan, then the faculty member will be notified of the positive outcome. If
the unit director and dean/librarian determine that the faculty member has failed to meet
the goals of the professional development plan, dismissal proceedings may be initiated
under Tenure, Policy E-50A . Failure to adhere to the professional development plan is
considered grounds for dismissal if the deficiencies specified in the plan are of a
sufficient magnitude to constitute cause for dismissal under university policy.
Appeal
At any point in the process a faculty member may enter an appeal under university
grievance procedures if the faculty member feels that the policies are being unfairly
applied. In congruence with Policy E-50A, "Tenure", the burden of proof is on the
university to demonstrate that an annual review of tenured faculty is unsatisfactory by
departmental standards.
A faculty member subject to termination on the basis of evaluations conducted under this
policy will receive specific written reasons for the terminations and have the opportunity
P8
for referral of the matter to a non-binding alternative dispute resolution process as
described in Chapter 154, Civil Practices and Remedies Code. The opportunity for non-binding
alternative dispute resolution will be available only after all internal appeal
procedures are exhausted.
Source of Authority: General Appropriations Act, Article III, Sec. 42, Board of
Regents; President; Vice President for Academic Affairs
Cross Reference: Faculty Handbook, Academic Freedom and Academic Responsibility,
A-2.5, Evaluation, Merit Pay, Promotion and Tenure, E-20A, and Tenure, E-50A
Contact for Revision: Vice President for Academic Affairs
Forms: None
P9
Texas Academic Skills Program A-57
Original Implementation: April 18, 2000
Last Revision: Nene/w/y 17, 2001
The SFASU Texas Academic Skills Program policy elaborates the requirements established by
the Texas Higher Education Coordinating Board. Ambiguities or omissions in the following
policy are to be resolved in accordance with Coordinating Board regulations as set out in the
current issue of the Board's publication, TASP Policy Manual. The purposes of this policy are,
• To provide for quality and accountability of the developmental education program, and;
• To promote improvement in, and the effective delivery of, the developmental education
program.
TASP is a program mandated by State law that requires skills testing of most students before
they enter a Texas institution of higher education, and that prescribes developmental education
for all students whose test scores indicate they lack reading, writing, and/or mathematical skills
needed to succeed in college courses.
Exemption from Testing
Students are exempt from TASP testing if, and only if, they meet one of the following criteria.
(Please note that certain minimum TASP scores, SAT scores, or ACT scores are required of
students entering teacher education at the time they seek formal admission into that program even
if students meet one or more of the following exemptions.)
1. Student earned at least three semester hours of college credit before September 1, 1989.
2. Student is legally deaf or legally blind and earned at least three semester hours of college
credit before September 1, 1995.
3. Student earned scores as specified in the TASP Policy Manual on the exit-level Texas
Assessment of Academic Skills test (TAAS), the ACT test or the Scholastic Assessment
Test (SAT). Such scores must have been earned within the time span specified in the
TASP Policy Manual.
4. Student is 55 years of age or older and is not seeking a degree.
5. Student is enrolled temporarily at SFASU, is not seeking a degree from SFASU, and is
also enrolled in a private or out-of-state institution of higher education or has graduated
from an institution of higher education.
6. Student is participating in the National Student Exchange Program from another state and
is not seeking a degree from a Texas institution of higher education.
7. Student is a citizen of a country other than the United States of America and is not
seeking a degree from SFASU.
8. Student transfers sixty or more college-level credit hours from a private or out-of-state |
institution to SFASU and earned the grade of "B" or better on designated courses in
reading, writing, and mathematics.
9. Student possesses a baccalaureate degree from an accredited institution of higher
education.
P10
Testing Requirements
With only the exceptions noted below, all non-exempt students must have TASP Test scores or
their equivalent on file at SFASU before registering for classes at SFASU. Only initial testing
may be accomplished with alternative tests; all subsequent testing must employ the TASP test.
Approved alternative tests and minimum passing scores and conditions are specified in the TASP
Policy Manual.
Exceptions:
No non-exempt student may register for classes more than once without appropriate TASP
testing. Non-exempt students may initially register for classes without TASP or equivalent
scores under only the following circumstances:
1. Student suffered documented illness or injury or other bona fide emergency that
prevented testing.
2. Student possesses documented disability for which reasonable and appropriate
accommodations could not be provided in a timely manner.
3. Student is legally deaf and has not yet taken the approved alternative r-the Stanford
Achievement Test. (Such students must take the Stanford Achievement Test at the first
available opportunity.)
4. Student, through no personal fault, has still not been tested after all reasonable
institutional testing opportunities have passed.
5. Upon recommendation of student's academic dean it is concluded that student's best
interests will be served by delaying testing until the next available testing date.
Developmental Education Program and Advising
Non-exempt students who do not pass one or more parts of the TASP Test or equivalent
alternative test must engage in appropriate, continuous developmental education in each deficient
area beginning immediately. Students are advised with respect to TASP-mandated developmental
education by a TASP advisor in the Office of the Dean of Liberal Arts. All students with TASP
deficiencies must contact the TASP advisor before registering for classes each semester. Most
students who are required to participate in developmental education will be referred to
appropriate course-based remediation. All academic advising not mandated by TASP is
conducted by advisors in the department of the student's major, or, in the case of students who
have not declared a major, in the Office of the Dean of the College of Liberal Arts.
Meeting Developmental Requirements
For each part of the TASP test not passed, students must continue in assigned developmental
education until they (a) pass the designated part of the TASP test, and (b) earn a grade of "C" or
better in assigned course-based remediation, or of "P" in tutorial remediation. Only students who
earn a score of 270 or higher on the relevant part mathematics and reading parts of the TASP
test are exempt from the foregoing requirement for a "C" or a "P.".
Meeting Developmental Requirements by the "B-Rule" Alternative
Instead of passing the relevant part of the TASP test, students may satisfy TASP requirements
Pll
as follows:
1. Make a "C" or better in the relevant, assigned developmental course.
2. Retake the TASP test during the semester in which enrolled in developmental course.
2r3. Sign a "B-Rule Contract" in the TASP office.
&4. Take an appropriate course in the area of TASP deficiency, as specified in the TASP
Policy Manual.
4t5. Do not drop the approved "B-rule" course.
5^6. Earn a grade of "B" or better in the approved "B-Rule" course.
6t7. Students who initiate the "B-rule" procedure at SFA must satisfy its requirements with
courses taken at SFA. Students who satisfy another institution's "B-rule" requirements
receive credit at SFA for having done so.
1*8. Students who attempt to satisfy TASP requirements using the "B-Rule" procedure, but
who fail to earn the required "B" may only be permitted to attempt the "B-Rule"
procedure again with approval of the TASP advisor.
Status of Transfer Students
Students who have satisfied TASP requirements in a particular area at another institution have
satisfied those requirements at SFA. Developmental courses taken at another institution in an
area in which the transfer student has not yet satisfied TASP requirements do not necessarily
satisfy SFA's developmental requirements. All transfer students entering SFA with outstanding
TASP obligations are advised by the TASP Advisor as to their appropriate developmental
program. The transcripts of students transferring from SFA to another institution will indicate
the student's TASP status, and will contain a record of the developmental courses they have
completed.
Attendance, Grades, and Academic Standing
Students taking developmental courses because of TASP deficiencies are required to attend
classes. Students who miss more than 300 unexcused minutes, or more than 450 total minutes of
a required developmental class will receive an "F" in that class. Earning an "F" due to excessive
absences in a required developmental course results in academic probation. Earning another "F"
due to excessive absences in the following semester in a required developmental course results in
academic suspension. Attendance at required developmental courses is to be monitored by the
instructors of those courses and recorded in the TASP Office. Grades received in developmental
courses taken at SFA are included in the calculation of the SFA grade point average.
Limitations on Course Enrollment
Students who have not satisfied all TASP requirements are limited in the courses for which they
are permitted to enroll, as follows:
1. Students who have not satisfied TASP Writing requirements may not take college-level
English courses.
2. Students who have not satisfied TASP Mathematics requirements may not take
college-level mathematics courses. Students who have earned a score of less than 270 on
the TASP mathematics test, and who have failed to achieve a satisfactory score on aa
P12
alternative tests specified by the Department of Mathematics, must earn a grade of "C" or |
better in Mathematics 099 before being permitted to take college-level mathematics
courses.
Students who have not fully satisfied their TASP requirements, and whose total semester
hours earned plus the semester hours currently registered for exceed 59, may not take
courses numbered 300 or higher.
Mechanisms and Standards for Evaluating Developmental Education Effectiveness
Beginning in the 2000-2001 academic year, and every third year thereafter, the TASP
Director will conduct a self-study of the effectiveness of developmental education at
SFA. Self-study procedures recommended by the Texas Higher Education Coordinating
Board will be employed.
TASP and Admission to Teacher Education
Students may be required to present TASP test results at the time when they seek formal
admission into the teacher education program which would usually be after they have
completed 66 or more semester hours. TASP requirements for admission into teacher
education including exemptions from TASP testing and TASP passing scores may be
different from those described in the present document Students seeking admission into
teacher education should contact the Teacher Education Office.
Source of Authority: Vice President for Academic Affairs
Cross Reference: Texas Higher Education Coordinating Board TASP Policy Manual
Contact for Revision: Vice President for Academic Affairs
Forms: None
P13
Use of University Facilities B-l
Original Implementation: April 11, 1980
Last Revision: October 26, 1999July 17, 2001
All Stephen F. Austin State University buildings, facilities, equipment, and grounds shall
be used only in the pursuit of the stated objectives of the University - academic, cultural,
and public service. Groups not affiliated with the University may be granted use of
University facilities according to the general policies provided herein and an agreement
to adhere to the specific rules and procedures governing the use of the individual
facilities.
It is the responsibility of the user to become acquainted with and abide by these specific
rules.
Definitions:
1. "Student" means a person who is currently enrolled for academic instruction or
research at the University.
2. "Campus" shall mean all real property over which the University has possession and
control by law.
3. "University group" shall mean a registered student organization, other student group,
or faculty and staff group. No group shall be considered a University group if it includes
a person who is not a student, faculty member, or employee of the University unless that
person is a member of the immediate family of a student, faculty member, or employee of
the University.
4. "Outside group" shall mean any organization or group that is not included within the
term "University group."
5. "Sponsoring organization" shall mean a University group that vouches for an outside
group's use of University facility.
6. "University official" means a person charged with the responsibility for supervising the
use of a University facility.
7. "University agency" shall mean an academic school, department, or program, or a
University council, committee or auxiliary enterprise.
P14
Priorities and Limitations for Use of University Facilities
1. Mission of the University
Nothing contained in this policy shall be construed to prohibit or hinder operation of the
University in fulfilling its mission as a public institution of higher education. All
activities associated with that mission shall have priority in the use of the University's
facilities.
2. Individuals
Individuals engaged in the educational mission of the University shall have the right to
use the University's facilities in accordance with federal, state, and local laws, as well as
the rules and regulations of the University.
As a general rule, priority for the use of the University's facilities shall go first to the
students and second to the faculty and staff. However, exceptions to this rule may be
made in certain instances by the University administration.
Immediate family members of students, faculty, and staff may be granted limited use of
University facilities through established programs designed to promote the enrichment of
campus life and to enhance the living-learning environment of the University.
3. Groups
a. Only organized groups (no individuals) sponsored by a University agency conducting
an activity that is within its established role and scope may be allowed the use of
University facilities.
b. However, outside groups without a sponsor may be permitted to use the facilities of the
University Center, subject to all other appropriate guidelines contained in this policy.
Reservations
1. Application
a. Application for use of University facilities by University agencies shall be made to the
appropriate University official as follows:
P15
b. Application for use of University facilities by outside groups shall be made to the Vice
President for Business Affairs, except for the coliseum, stadium, and University Center,
which shall be made to the individual indicated above.
2. Additional Procedure
In addition to this policy, the University may establish procedures for reservation and use
of each University facility. The University official responsible for each facility may be
contacted regarding the policies for that facility.
3. Identification of Sponsor
The user may not assign or delegate any control or responsibility to any other user or co-sponsor,
agent, or third party without prior written approval of the appropriate University
official. All users or co-sponsors of an event must be clearly identified prior to
confirmation of a reservation. Reservations for presenting one event may not be used for
presenting a different event without written approval by the appropriate University
official.
4. Assignment of Reservations
No reservation may be assigned in whole or in part. The current fee schedule will be
available from the appropriate University official. Fees for outside groups are established
at rates which will, at a minimum, ensure recovery of that part of the operating cost of the
facility that is attributable directly or indirectly to such use by an outside group.
5. Deposit
An advance deposit (specified in the fee schedule) may be required for reservations for an
event conducted by an outside group.
P16
6. Bond and insurance
Outside groups who use a University facility may be required to provide a contract
performance bond. They may be required to provide liability insurance covering injury to
persons, including those resulting in death, and property damage insurance, including
damage to the University facility, in amounts and under policies satisfactory to the Vice
President for Business Affairs. Copies of such policies shall be furnished to the Vice
President for Business Affairs no later than thirty (30) days prior to the event and in all
cases prior to announcement of the event.
Financial Policies
1. University agency/groups
Excess income over expenses, including the fee for use of the facility derived from an
event sponsored by a University agency/group, may be retained by the University
agency/group to further its activities and programs. Excess expenses over income of an
event shall be absorbed by the sponsoring University agency/group. Additional cost of
maintenance, including standbys, custodial and utilities will be considered an expense of
the event.
2. Outside group
If an outside group (other than a public entity or athletic coaches summer camps) using a
University facility charges those attending an event any admission or registration fee, or
accepts donations from those in attendance, a complete accounting of all funds collected
and of the actual cost of the event shall be submitted to the Vice President for Business
Affairs within (30) days after the event. If the funds collected exceed the actual cost of
the event, the user is required to remit such excess funds to Stephen F. Austin State
University as an additional charge for use of the facility. The University reserves the right
to audit all records pertaining to income and expenses, to prescribe methods of collection,
and to participate in audits of funds at the point of receipt. Additional cost of
maintenance, including standbys, custodial and utilities will be considered an expense of
the event.
3. Payment for damages
All users and sponsors shall be responsible for payment for damages to the University
facility, its fixtures, and equipment, whether caused by the user or its patrons, ordinary
wear and tear excepted.
4. Broadcast and recording rights
The University reserves all rights and privileges for radio and television broadcasts,
whether live or transcribed for delayed transmission, and all visual or audio recordings
originating from the University facility. Should the University grant to the user such
P17
privilege, the University has the right to require advance payment of any estimated
related costs to the University, such as installation of equipment. Such permission must
be granted in writing by the University President in advance of broadcast or recording.
Policies for Outside Users
Any proposed use of the University facility must be appropriate and suited to the size,
structure, purpose and operating costs of the facility. For outside groups, there must be
good reason to expect that a proposed event will require features unique to the facility or
which are otherwise unavailable in the community. All proposed events must be
conducted in accord with applicable state and federal laws and regulations, as well as the
rules, regulations and policies of the University Board of Regents. Users must
demonstrate to the satisfaction of the appropriate University official that they have the
staff, experience, contracting authority, financial status and other qualifications necessary
for carrying out the proposed events in a satisfactory manner.
1. Review of contracts
All contracts related to the presentation of an event, including contracts between user and
performers, speakers, sub-contractors, managers, and others, are subject to review and
approval by the General Counsel and the appropriate Vice President.
2. Hazards
If the University, in its sole discretion, determines that a proposed event poses a potential
hazard to public safety, the event may be canceled or denied. No user may install or
operate any equipment, fixture or device, nor operate or permit to be operated any engine,
motor or other machinery, or use gas, electricity or flammable substances in the facility
except with prior written approval of the appropriate University official, under such
conditions and restrictions as the University official may specify. All electrical
connections must be made by University personnel under direction of the staff of the
appropriate University official and all house equipment must be operated by University
personnel. No equipment, device or fixture may be used which, in the opinion of the
University official, endangers the structural integrity of the facility.
3. Conflict with University activities
An event shall not be permitted for any purpose which, although in accord with the
general purposes of the University, is of such character or occurs at such circumstances
that they are likely to interfere or cause major conflict with any University activity,
program or event, or are inimical to the interests of the University.
P18
4. Management functions
Management functions are retained by the University and may be delegated to users or
others only with the written permission of the appropriate Vice President. The functions
include, but are not limited to, the following:
All facets of ticketing and ticket policies, including scaling, acquisition, distribution, and
sale.
All matters of staffing, crowd control, technical arrangements, promotions, and
advertising.
5. Concessions and catering
Use of the University facility does not carry the right for the user to control concessions.
Sale and distribution of food, beverages, souvenirs, or other concession items are
reserved to the University or its concessionaires.
6. Signs and displays
No signs, messages or other materials may be posted, displayed, distributed or announced
in, on or adjacent to, the University facility by user or sponsor without prior written
approval of the University official. Such materials may no#t be fastened to any part of the
facility except in spaces provided for this purpose and may not be permitted to interfere
with crowd movement and safety.
7. Religious organizations
A religious organization applying for use of a facility must submit written evidence to the
appropriate University official from the Internal Revenue Service that organization has
been granted an exemption from taxation under Section 501(c)(3) of Title 26 of the
United States code (Internal Revenue Code), and shall be permitted to use the facility no
more than one (1) time during a calendar year.
8. Political organizations
A political organization applying for use of the facility must present written evidence to
the appropriate University official that the organization had candidates for either national,
state, district or local offices listed on the ballot at the last general election, and shall be
permitted to use the facility no more than one (1) time during a calendar year.
9. Individual candidates for political office
Individual political candidates and their election organizations are not permitted to
reserve a University facility. However, if a candidate is invited by a University group,
P19
then he or she may appear in the facility, provided that the group extending the invitation
is responsible for reserving the facility and meeting all costs related to the event.
10. Advertising
All news releases, handbills, advertisements, television and radio announcements or other
media utilized to inform the public of a non University event to be held in a University
facility must carry a disclaimer, approved by the General Counsel, to the effect that use
of Stephen F. Austin State University facilities does not imply endorsement of the event
or the sponsoring organization by the University.
Penalty and Hearing
1. Suspension
If a user or sponsor violates the provisions of this policy, or the laws regulating the use of
state property, the appropriate University official with the approval of the Vice President
to whom he/she reports may suspend the use of University facilities, or certain University
facilities, by the user or sponsor for a specified period of time not to exceed one (1) year.
Suspension shall mean that reservation requests by the user or sponsor shall be denied by
the University during the specified period of time.
2. Notice of Suspension
When a University official suspends a user or sponsor from the use of University
facilities, the official shall notify in writing, the user or sponsor, and the vice president
who has responsibility for space assignment, of the suspension. The written notice shall
contain all the following:
a. that the user or sponsor may not use University facilities, or certain designated
University facilities, for a specified period of time, not to exceed one (1) year from
receipt of the notice;
b. the name and title of the University official imposing the suspension, along with an
address where the University official may be contacted during regular working hours;
c. a brief statement of the acts or omissions resulting in the suspension; and
d. notification that the suspended user or sponsor is entitled to a hearing on the
suspension.
3. Request for Hearing
a. A suspended user or sponsor may submit a written request for a hearing on the
suspension to the appropriate University official within fourteen (14) days from the date
of receipt by the user or sponsor of the notice of suspension. The University official shall
P20
grant a hearing not later than seven (7) days from the date of the request and shall
immediately mail written notice of the time, place, and date of the hearing to the person.
b. The hearing shall be held before a discipline committee reviewing the suspension in
question.
Source of Authority: Board of Regents, President
Cross Reference: None
Contact for Revision: President
Forms: None
P21
Issuance and Control of Campus Keys B-15
Original Implementation: Unpublished
Last Revision: October 26, 1099 June 17, 2001
The security of the University is the responsibility of several departments on campus.
First, the University Police Department is responsible for the overall campus security.
Second, the various department chairs are responsible for their respective areas. Third,
the Physical Plant Department is responsible for providing a sound, secure area.
A vital part of this system is the Lock and Key System of the University. Other than
during normal working hours, all campus buildings will be locked. Faculty and staff may
be issued keys to University buildings upon the request of the department head
responsible for the building or area of the building.
An authorized individual entering or leaving a locked building shall not permit any
individual to enter who would not normally be permitted to enter the building during the
hours it is locked. An authorized individual may have guests so long as the guests stay in
the proximity of the faculty or staff member having the assigned key and the authorized
individual assumes full responsibility for their presence.
An individual entering or leaving a locked building shall be responsible for securing the
door and may be held liable for any loss or damage to University property resulting from
failure to do so.
Each department head will be responsible for the issuance of keys to the employees in
their area of responsibility and will be responsible for the level of security in that area.
The Physical Plant will only issue keys to individuals at the written request of the
department head. It will be the responsibility of the department chair of each area to
maintain a record of who has been issued keys and to collect keys from departing
employees.
Master keys will only be issued when a signed request is received from the department
chair and if there is any question about the requests, a verbal check with the department
chair will be made.
Physical Plant will make keys based on a written request but will not deliver keys
through the mail. Departments may pick the keys up in plant or a locksmith will deliver
the keys. The charge for making a key is $1 if picked up in plant. An additional delivery
charge will be made for keys delivered to the department.
If a key is lost or stolen, it should be immediately reported to both Physical Plant and to
the University Police Department.
Additional security measures are available and the Physical Plant will work with deans
and department chairs to achieve a high level of security if required.
P22
Alarm Systems — alarm systems are available to departments through the University
Police Department. Physical Plant is not responsible for the installation or maintenance of
alarm systems.
Physical Plant is responsible for the maintenance and upkeep of doors and locks to
campus buildings. However, loss of integrity of lock systems due to loss of keys or
inadequate record keeping at the department level is not the responsibility of Physical
Plant. Physical Plant will rekey areas at the request of the department responsible, but
there will be a charge for this service.
University Police Department is responsible for locking and unlocking buildings and for
determining the hours that buildings will be open. Requests for special events, schedule
changes, etc. should be directed to the University Police Department.
Requests for keys are made on a "Key Request" form that must be approved by the
department head for the specific area. Requests may be mailed, er- "walked though,Tnor
submitted via the Physical Plant webpage work order. The Lockshop is open from 7:00
a.m. to 4:00 p.m., Monday through Friday. If a locksmith is not in the shop, plant will
page a locksmith to return to the shop for immediate service.
Source of Authority: Vice President for Business Affairs
Cross Reference: None
Contact for Revision: Director of Physical Plant Department
Forms: Key Request (available from Printing Services)
P23
Kennedy Auditorium B-16
Original Implementation: September 1, 1975
Last Revision: July 14, 1998July 17, 2001
The provisions of the policy for Use of University Facilities govern the use of all
buildings, facilities, equipment and grounds, hereinafter referred to as facilities, under the
control of Stephen F. Austin State University. That policy provides that the University
may establish additional procedures for the reservation and use of specific facilities;
therefore, the following provisions apply to the Kennedy Auditorium.
Reservations for the Kennedy Auditorium must be made with the Dean of the College of
Sciences and Mathematics.
1. No event is scheduled for which an admission fee is charged.
2. Verification is required from the University Center that no space in the University
Center is available prior to allowing student organizations to use the Kennedy
Auditorium.
3. The University is not responsible for items left in the auditorium.
4. It is the responsibility of the person making the reservation to obtain needed equipment
such as a podium, projector, public address system, etc.
5. Persons reserving the auditorium will be responsible for keeping the facility clean and
for any damage.
6. No materials are to be taped or in any way affixed to the walls, doors (interior or
exterior), chalkboards or screens.
Violation of the above regulations will result in denial of future use.
Source of Authority: Board of Regents, President, Vice President for Business Affairs
Cross Reference: None
Contact for Revision: Dean of the College of Sciences and Mathematics
Forms: None
P24
Piney Woods Conservation Center B-26
Original Implementation: September 1, 1986
Last Revision: October 20, 1998 July 17, 2001
The provisions of the policy for Use of University Facilities govern the use of all
buildings, facilities, equipment and grounds, hereinafter referred to as facilities, under the
control of Stephen F. Austin State University. That policy provides that the University
may establish additional procedures for the reservation and use of specific facilities;
therefore, the following provisions apply to the Piney Woods Conservation Center.
Reservations for the Templo Eastex Forestry Laboratory/Piney Woods Conservation
Center (PWCC) must be made with the Program Coordinator, (409 936) 584-2412, Rt. 1
Box 138 DE, Broaddus, TX 75929, or the Arthur Temple College of Forestry, (409 936)
468-3301, P.O. Box 6109, Nacogdoches, TX 75962-6109.
Reservations
1. A deposit is required to hold reservations for a specific date. The deposit may be
waived for state agencies.
2. University colleges, departments and sponsored programs must submit an I.D.T.
account number for deposit and billing purposes.
3. The deposit or I.D.T. account number is submitted to the PWCC Program
Coordinator with a letter detailing the following:
a. title and nature of program
b. name, phone number and address of program contact person
c. estimated number of participants
d. arrival and departure dates and times
e. number of meals
f. number of participants by sex for dorm assignments
g. special requests, i.e., menu preferences, sack lunches, number of
classrooms, etc.
Confirmation
1. A letter of confirmation is returned by the Program Coordinator.
2. A final count of participants is due to the Program Coordinator of the PWCC no
later than seven (7) days prior to the event.
6r Billing: Each group is responsible for collecting meal and housing fees for its program.
The PWCC will submit a statement at the completion of the program based on the actual
number of participants per meal and per bed occupied. Payment is due no later than 10
days after receipt of the bill.
Checks should be made payable to Stephen F. Austin State University and mailed
to Office of the Controller, P.O. Box 13053, Nacogdoches, TX 75962-3053.
P25
^.Minimum To maximize use of the PWCC, a twenty-person minimum is required for all
groups. Smaller groups may be accommodated at a higher rate or scheduled
simultaneously with another group using the facility.
& Day and evening programs only (with no overnight reservations): The facilities of the
PWCC are available for luncheon, banquets, or planning sessions.
^Capacities The following capacities apply with two rooms sharing one bath (suite):
1. 1 person or couple per suite — capacity 16 individuals or 16 couples
2. 1 person per room -capacity 32
3. 2 people per room -capacity 64
4. 3 people per room -capacity 96
5. 4 people per room -capacity 128
+0. Rates are established and adjusted periodically for standard meals and
accommodations. Special arrangements and prices can be negotiated for large groups,
miscellaneous equipment, etc. Standard rates are available upon request. Arrangements
may be made for accident insurance coverage for qualified groups. Details are supplied
upon request.
Source of Authority: Board of Regents, President, Vice-President for Business Affairs
Cross Reference: None
Contact for Revision: Dean of the College of Forestry
Forms: None
P26
Turner Auditorium B-28
Original Implementation: May, 1987
Last Revision: October 20, 1998 July 17, 2001
The provisions of the policy for the Use of University Facilities govern the use of all
buildings, facilities, equipment and grounds, hereinafter referred to as facilities, under the
control of Stephen F. Austin State University. That policy provides that the University
may establish additional procedures for the reservation and use of specific facilities;
therefore, the following provisions apply to Turner Auditorium.
W. M. Turner Auditorium is a part of the Griffith Fine Arts Center, an academic facility
of Stephen F. Austin State University. In addition to the Turner Auditorium, the facility
contains the SFA Gallery, two lab theaters, technical shops, classrooms, design areas and
the offices of the College of Fine Arts and the Department of Theatre. Spaces within the
complex are assigned either Colic _ -Depart*
space requests and assignments is as follows.
tvoom i> urn per t itlc
402 Green Room
442 Design Studio
Jurisdiction for purposes of
inn
111, 121 130
103,120 123
302
909
30?
211A,D,C
1AA
302
Lab Theatre (Downstage)
Costume Design Complex
Storage Spaces
VIP Dressing Room
Turner Auditorium
Turner Stage
SFA Art Gallery
Art Storage
Arts Information Suite
Conference Room
Theatre Offices/Seminar
Lab Theatre (Upstage)
Classroom
Dance Studio
Classroom/Lecture Hall
Jurisdiction
College of Fine Arts
Department of Theatre
Department of Theatre
Department of Theatre
Department of Theatre
College of Fine Arts
College of Fine Arts
College of Fine Arts
Department of Art
College of Fine Arts
Arts Information Office
Department of Theatre
Department of Theatre
Department of Theatre
Department of Theatre
Department of Theatre
Department of Theatre
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MIDI Lab Department of Music
311 A, B, C Electronic Keyboard Studio Department of Music
3« Faculty Rooms College of Music
403- Tech Rooms College of Fine Arts
Scheduling and use of the facility and its equipment are pursuant to Stephen F. Austin
State University Presidential Policy Number 10 (October 25, 1982). Part III, Section 1 of
that document assigns responsibility for administrative control of the facility to the "Dean
of the College having jurisdiction over the space.11
The remainder of this document outlines policies and procedures for the operation of |
William M. Turner Auditorium.
Auditorium Operating Policy
The William M. Turner Auditorium is an academic and performing arts facility of
Stephen F. Austin State University. Scheduling and use of the facility and its equipment
are pursuant to SFASU Presidential Policy No. 10. The Dean of the College of Fine Arts
is the administrator of the facility and its operating policies. Nothing contained in this
policy shall be construed to prohibit or hinder the operation of Turner Auditorium in
pursuing the University's mission as a public institution of higher education. All activities
associated with that mission shall have priority in the use of this facility.
Priority of Users
Because Turner Auditorium is an academic and a performing arts facility, its use shall be
restricted. The following priorities for assignment of use shall be in effect:
Category I - Events sponsored by the Departments of Art, Music, and Theatre; Dance
productions of the Department of Kinesiology and Health Science; and other performance
activities that are a necessary adjunct to academic programs in the College of Fine Arts.
Category II - Events that are a part of the University Series or the Children s Performing
Arts Series of the CFA @ SFA visual and performing arts programming.
Category III - Events sponsored by University departments or registered student, faculty,
and staff organizations of both an academic and nonacademic nature.
Category IV - Events sponsored jointly by official University departments or agencies
with non-University groups subject to the regulations described herein.
Reservations Procedures
Reservations for all functions in Turner Auditorium are made through the Assistant
Director of Arts Information office of the Dean of the College of Fine Arts. Scheduling
priorities will be given in accordance with the following procedures:
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Category I - Events requiring the use of the auditorium for five days or longer have
priority for reserving dates until October 15 of the previous academic year. Events
requiring the use of the auditorium for fewer that than five days have priority for
reserving dates through December 15 of the previous academic year.
Category II - Events in this category have priority for reserving dates after October 15
and prior to March 15 of the previous academic year.
Category III and IV - Events in these categories may reserve available dates after May 1
of the previous academic year.
The Assistant Director of Arts Information office of the Dean of the College of Fine Arts
will produce and distribute to all Category I and II auditorium users a working calendar
on October 15 and December 15 of the previous academic year. Attempts will be made to
resolve any conflicts. The Dean of Fine Arts will act as arbitrator in circumstances where
scheduling conflicts cannot be resolved.
Procedures for Reserving Facility
The following reservation procedures apply to requests to use Turner Auditorium:
Category L II
1 • The Assistant Director of Arts Information office of the Dean of the \
College of Fine Arts will distribute an invitation to Category I and II users
of Turner Auditorium to make their initial date requests according to the
reservation procedures.
2. Once conflicts are resolved, each scheduled user will receive forms
("William M. Turner Auditorium Reservation Request") to complete and
return to the Arts Information Office office of the Dean of the College of \
Fine Arts. Formal confirmation of a requested date will be issued upon
receipt of a completed form.
3. The Arts Information Office office of the Dean of the College of Fine \
Arts will notify users at the appropriate times regarding technical needs,
publicity, house management, etc.
Category IIL IV
1. Obtain a reservation packet from the Assistant Director of Arts
Information at the Arts Information Office office of the Dean of the
College of Fine Arts. The Auditorium should be reserved as far in advance
as possible (suggested minimal time: 12 weeks prior to the event) since
there is great demand for the facility and insufficient staff to easily
accommodate all requests. Alternate dates should also be selected in the
event that the date of first choice is not available.
2. For all non-College of Fine Arts users, if a date is confirmed, a meeting
with the Assistant Director of Arts Information Turner Facilities Manager
P29
will be scheduled to formalize equipment and personnel needs (suggested
minimal time: 5 weeks prior to the event). At the time of the signing of a
rental contract, the user will pay a deposit of 20% of the estimated rental
personnel and equipment fees as indicated on the contract addendum. For
College of Fine Arts users, standard Arts Information Office procedures
will be utilized (seo page 6).
3. Meet with tho Assistant Director of Arts Information and the Turner
Facilities Manager and staff 2 weeks before the event to finalize plans.
Additional meetings may be required at the discretion of the Assistant
Director of Arts Information Dean and /or the Turner Facilities Manager.
Schedule Of Fees
Category I
Category II
Category III
1. Rental Fees: None charged.
2. Equipment/Personnel Fees: During the academic year, equipment fees
general are not charged to Category I users, except in those instances
where the use of equipment results in an unusual expense to Turner
Auditorium (i.e., piano tuning, purchase of special gels, etc.). Personnel
fees may be charged per number of hours worked times the minimum
wage. A minimum of two hours per worker per rehearsal or performance
is charged. For the summer months, Category I users may be required to
cover personnel costs on a per-use basis (summer fees will be based upon
budgetary allocations to the College of Fine Arts).
1. Rental Fees: None charged.
2. Equipment/Personnel Fees: During the academic year, equipment fees
general are not charged to Category I users, except in those instances
where the use of equipment results in an unusual expense to Turner
Auditorium (i.e., piano tuning, purchase of special gels, etc.). Personnel
fees may be charged per number of hours worked times the minimum
wage. A minimum of two hours per worker per rehearsal or performance
is charged. For the summer months, Category I users may be required to
cover personnel costs on a per-use basis (summer fees will be based upon
budgetary allocations to the College of Fine Arts).
1. Rental Fees:
First Hour of Use -
Second Hour of Use - $15-100
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Third and All Succeeding Hours of Use - $25 (This charge
applies to hours contracted for over several days.)
Hours are determined according to the production plan and
are continuous. Accordingly, a Category HI event with
eight rehearsal hours and a performance of three hours
would cost $±3S 150 plus 35- 100 plus 9 times $25 for a
total $425- 475. Gaps of unscheduled stage time (periods
between rehearsals) may be used for certain events ( i.e.,
speaker) even though the stage is taken with sets or other
equipment.
2. Personnel/Equipment Fees:
Category IV
The minimum personnel requirement for any rehearsal or
performance (whether or not admission is charged) is one
each:
Stage technician - two hours times minimum wage
Usher captain House manager- two hours time minimum
wage (when audience is present)
(Turner Auditorium personnel are hired from a list of
trained stage assistants familiar with apparatus and
equipment of Turner stage and employed only through the
office of Dean of the College o/Fine Arts.)
Personnel needs are determined during the planning
conferences with Turner staff. Follow spot operators,
lighting technicians, sound technicians, and miscellaneous
stagehands may be needed. These workers will be
employed by the Dean of the College o/Fine Arts and
supervised by the Stage Technician. The cost of the
workers will be charged to the user.
A schedule of equipment rental charges is available
separately from the Arts Information Office office of the
Dean of the College of Fine Arts.
The need for House Personnel (ushers, ticket takers, house
manager, usher captains, box office staff) will be
determined at the planning conference. A member of the
Turner Auditorium staff will provide the user with an
estimate of total costs associated with the use of the
auditorium.
P31
1. Rental Fees:
First Hour of Use - $4-75- 200
Second Hour of Use - $HS 150
Third and All Succeeding Hours of Use - $75 (applies to
hours contracted for over several days)
Hours are determined according to the production plan and
are continuous. Accordingly, an event with eight rehearsal
hours and a performance of three hours would cost $4-75-
200 plus $±2S 150 plus 9 times $75 for a total of $975
lf025. Gaps of unscheduled stage time (periods between
rehearsals) may be used for certain events (i.e., speaker)
even though the stage is taken with sets or other equipment.
2. Personnel/Equipment Fees: Same as Category III
Events with Admission Charges
Category I, II users: If an event has an admission charge, the user of the facility must
deposit the proceeds from ticket sales to a University account.
1. Users scheduling events with admission charges must conform
to University Business Office ticket procedures.
2. Ticket prices and ticket availability notices may not be
published until Turner Auditorium Staff certifies that the event has
received adequate planning and all necessary approvals.
Category III, IV users: Users are free to set admission prices and handle admissions as
they see fit. Notwithstanding this general statement, University departments must deposit
funds in a University account and conform with University business practices and
policies.
Jointly Sponsored Events
Jointly sponsored events (i.e., events where official University departments and agencies
jointly sponsor an event with a non-university group) may be scheduled only in
accordance with the provisions of this document and the Regents' Rules and Regulations,
Part 1, Chapter IV, Section 6.5 and Presidential Policy No. 10. Jointly sponsored events '
in Turner Auditorium are subject to the following regulations:
1. Only official University departments and agencies may jointly
sponsor an event with a non-University group.
2. A jointly sponsored event must have approval from a Dean or
Vice - President and have self-evident educational implications.
P32
3. A written agreement between the University department/agency
and the non-University group must be prepared after consultation
with the Aosistant Director of Arts Information office of the Dean
of the College of Fine Arts and the Turner Facilities Manager. This
agreement must be signed by the appropriate Dean or Vice-
President.
4. The University department/agency acting as sponsor agrees to
assume foil responsibility for the event and all charges for damages
related to that event.
5. The Turner staff will work directly with the sponsoring
University department/agency rather that the non-University
group. The University agency will be considered the producer of
the event.
6. All advertising, promotion, and announcements of the event
must include the name of Stephen F. Austin State University and
be approved by the University joint sponsor.
7. The University agency sponsoring an event assumes
responsibility to assure that the use of Turner Auditorium does not
result in private gain for the non-University group.
General Operating Regulations
Regulations Applying to All Turner Auditorium Users:
1. Signs and displays: No signs, messages or other materials may be posted,
displayed, distributed, or announced in, on, or adjacent to Turner Auditorium by
the user of sponsor without prior written approval by the Dean of the College of
Fine Arts. Such materials may not be fastened to any part of the facility except in
spaces provided for the purpose and may not be permitted to interfere with crowd
movement and safety.
2. Advertising: All news releases, handbills, advertisements, television and radio
announcements or other media utilized to inform the public of a non-University
event to be held in Turner Auditorium must be approved by the Public Affairs
Office and also must carry a disclaimer, approved by the University General
Counsel, to the effect that use of Turner Auditorium does not imply endorsement
of the event by the sponsoring organization or the University.
3. Safety: Safety regulations, as determined by the Turner Auditorium Staff and
the University Safety Officer, will govern all areas of Turner Auditorium and the
Griffith Building.
4. Conduct: The user organization is responsible for the conduct of its
representatives, members, and guests while in the Griffith Building. Organizations
P33
with a history of conduct violations during previous use of the Turner Auditorium
may be denied subsequent use.
5. Smoking: Griffith Fine Arts Center is designated as a No Smoking facility. That
means there shall be no smoking in the building!
6. Photographs and recordings: Each user is advised to make its policies
regarding the taking of photographs and/or recordings clear to the audience.
7. Broadcasts: Users must have prior written permission from Turner Auditorium
Staff to make any broadcasts, telecasts, master recordings, films, and transcripts
of performances. If consent is given, the user organization will furnish and install
all equipment necessary other than Turner equipment furnished and contracted for
by the user organization.
8. Hours: The user must specify daily clock hours of occupancy and may not
carry out activities in the facility other than at those times. The Turner Staff will
be in attendance and may be paid for by the user during all specified hours.
9. Personnel: Turner Auditorium operating personnel needed shall be determined
by the Assistant Director of Arts Information office of the Dean of the College of
Fine Arts and the Turner Facilities Manager. A minimal crew (Turner Auditorium
technical crew for all events; House management when an audience is present) is
required. Any additional technical and house personnel required as determined by
the Assistant Director of Arts Information office of the Dean of the College of
Fine Arts shall be provided at the user's expense.
10. User Staff: Organizations may wish to use their own crews for tasks more
appropriately understood by their personnel (music stand and chair setup, prop
arrangements, etc.). This arrangement must be cleared by Assistant Director of
Arts Information office of the Dean of the College of Fine Arts and Turner
Facilities Manager in advance. Such arrangement does not, however, release the
user from the basic personnel charges identified in other sections of this
document.
11. Services: Technical and house needs and functions performed by Turner
Auditorium Staff on behalf of the use outside scheduled occupancy shall be paid
for by the user. All University equipment will be operated by trained personnel
employed by the University and/or approved by the Turner Facilities Manager.
12. Operating Code: Any user whose technical or house crew fails to operate and
maintain the facility according to the stated Operating Regulations shall be
required to use Turner staff for future events. Users who fail to abide by the
Operating Regulations may forfeit future use.
13. Payment for damages: All users and sponsors shall be responsible for
payment for damages to the facility, its fixtures and equipment, whether caused
by the user or its patrons, ordinary wear and tear excepted.
P34
14. Pianos: Pianos owned by SFA may be provided for use on the stage. Any
tuning requested by the user organization may be billed at cost to the user. The
Assistant Director of ArtG Information Dean of the College of Fine Arts will
designate the piano to be used and the tuner employed.
15. Stage work: All stage work shall be done at the user's expense under the
supervision of the Turner Facilities Manager. Prior approval must be secured as
indicated above if user organizations wish to employ their own personnel.
16. House equipment: A request to use Turner Auditorium equipment must be
made at pre-event conferences and involve individuals who have been designated
as competent and qualified by the Turner Facilities Manager.
17. Cleared stage: The user organization shall leave the stage and stage areas,
including dressing room, clear after the final performance, unless permission is
given for a longer storage period. Such permission is granted by Turner Facilities
Manager. If the stage is not cleared within the designated period, the Turner staff
will employ a cleanup crew for this purpose and assign charges to the user
organization. A user will be released from further responsibility only after
inspection by the Turner staff reveals the facility to be in satisfactory condition.
18. Concessions: The user organization shall not allow tobacco products,
beverages, food, gum, or refreshments of any kind to be sold, brought into, or
served on the premises. No refreshment shall be taken onto the stage, into the
backstage areas or into the Auditorium at any time.
19. Prior approval: The user organization will acquire written approval from the
Assistant Director of Arts Information and the Turner Facilities Manager before
placing any equipment on the stage. The user organization will acquire written
approval from the Turner Facilities Manager before a) erecting or operating any
machinery or equipment run by electricity or other power, or by b) installing any
wires, electrical installations or other appliances. All decorations shall be installed
without defacing the building and shall be subject to the supervision and approval
of the Assistant Director of Arts Information and the Turner Facilities Manager.
The use of tape, nails, adhesives, tacks, screws, or similar articles on wall, floors,
or plaster surfaces is not allowed.
Regulations Applying to Non-University Users of Turner Auditorium:
1. Advertising: All news releases, handbills, advertisements, television and radio
announcements or other media utilized to inform the public of a non University
event to bo hold in Turner Auditorium must bo approved by the Public
Information Office and also must carry a disclaimor, approved by the University
General Counsel, to tho offoct that uso of Turnor Auditorium does not imply
endorsement of tho ovont by the sponsoring organization or tho University.
2. Safety: Safety regulations, as determined by tho Turner Auditorium Staff and
tho University Safety Officor, will govorn all aroas of Turnor Auditorium and the
Griffith Building.
P35
3. Conduct The user organization is responsible for the conduct of its
representatives, members, and guests while in the Griffith Building. Organizations
with a history of conduct violations during previous use of the Turner Auditorium
may be denied subsequent use.
A. Smoking: Griffith Fine Arts Center is designated as a No Smoking facility. That
means there shall be no smoking in the building!
5. Photographs and recordings: Each user is advised to make its policies
regarding the taking of photographs and/or recordings clear to the audience.
6. Broadcasts: Users must have prior written permission from Turner Auditorium
Staff, to make any broadcasts, telecasts, master recordings, films, and transcripts
of porformances If consent is given, the user organization will furnish and install
all oquipment necessary other than Turner equipment furnished and contracted for
by the user organization.
7. Hours: The user must specify daily clock hours of occupancy and may not
carry out activities in the facility other than at those times. The Turner Staff will
be in attendance and may be paid for by the user during all specified hours.
8. Personnel: Turner Auditorium operating personnel needed shall be determined
by the Assistant Director of Arts Information and the Turner Facilities Manager.
A minimal crew (Turner Auditorium technical crew for all events; House
management when an audience is present) is required. Any additional technical
and house personnel required as determined by the Assistant Director of Arts
Information shall be provided at the user's expense.
9. User Staff: Organizations may wish to use their own crows for tasks more
appropriately understood by their personnel (music stand and chair setup, prop
arrangements, etc.). This arrangement must be cleared by Assistant Director of
Arts Information and Turner Facilities Manager in advance. Such arrangement
does not, however, release the user from the basic personnel charges identified in
other sections of this document.
10. Services: Technical and house ncods and functions performed by Turner
Auditorium Staff on behalf of the use outside scheduled occupancy shall be paid
for by the user. All University equipment will be operated by trained personnel
employed by tho University and/or approved by the Turner Facilities Manager.
11. Operating Code: Any user whose technical or houso crew fails to oporato and
maintain the facility according to the stated Operating Regulations shall be
required to use Turner staff for future events. Users who fail to abide by tho
Operating Regulations may forfeit future uso.
12. Payment for damages: All users and sponsors shall be responsible for
payment for damages to tho facility, its fixtures and equipment, whether caused
by the user or its patrons, ordinary wear and toar excepted.
P36
13. Pianos: Pianos owned by SFA may bo provided for uso on tho stage. Any
tuning roquostod by tho usor organization may bo billed at cost to tho user. Tho
Assistant Diroctor of Arts Information will designate tho piano to bo usod and the
tunor omployod.
H. Stage work: All stago work shall bo dono at tho user's oxponso undor the
supervision of tho Tumor Facilitios Manager. Prior approval must bo socurod as
indicated abovo if usor organizations wish to employ their own personnel.
15. House equipment: A roquost to uso Tumor Auditorium equipment must bo
mado at pro ovont conferoncos and involve individuals who havo boon dcsi
as competent and qualified by tho Turner Facilities Manager.
16. Cleared stage: Tho usor organization shall loavo tho stago and stago aroas,
including dressing room, cloar after tho final performance, unless permission is
givon for a longer storage period. Such permission is granted by Turner Facilitios
Manager. If tho stago is not cloarod within tho designated period, tho Tumor staff
will employ a cleanup crow for this purpose and assign charges to tho user
organization. A usor will bo released from further responsibility only after
inspection by tho Turner staff rovoals tho facility- to bo in satisfactory condition.
17. Concessions: Tho usor organization shall not allow tobacco products,
bevoragos, food, gum, or refreshments of any kind to bo sold, brought into, or
sorvod on tho promises. No refreshment shall bo takon onto tho stage, into tho
backstago aroas or into tho Auditorium at any timo.
18. Prior approval: Tho usor organization will acquire written approval from the
Assistant Diroctor of Arts Information and tho Turner Facilitios Manager boforo
placing any oquipmont on tho stago. Tho usor organization will acquiro written
approval from tho Tumor Facilitios Manager boforo a) erecting or operating any
machinery or oquipmont run by electricity or othor power, or by b) installing any
wires, oloctrical installations or other appliances. All decorations shall bo installed
without defacing tho building and shall bo subject to tho supervision and approval
of tho Assistant Diroctor of Arts Information and the Turner Facilitios Manager.
Tho uso of tape, nails, adhosivos, tacks, screws, or similar articles on wall, floors,
or plaster surfaces is not allowed.
±920. Cancellation: In most cases, should an event be canceled more than two
weeks before the scheduled performance date, no financial obligation will accrue
to the user organization. Should an event be canceled within two weeks of
performance, however, appropriate charges will be made.
2027. Curtain time: Doors ordinarily open 30 minutes before curtain time. The
House Manager (Usher Captain if a House Manager is not on duty) starts the
performance. As a rule Normally, evening performances begin at 7:30 p.m.
24-22. Rental Payments: When applicable, Ppaymenty for use of Turner
Auditorium will be made within thirty (30J days of the event
P37
Source of Authority: Board of Regents, President, Vice President for Academic Affairs
Cross Reference: None
Contact for Revision: Dean of the School College of Fine Arts
Forms: None
P38
University Vehicles B-30
(Rental & 15-Passenger Vans)
Original Implementation: June 1, 1984
Last Revision: April 30, 2001 July 17, 2001
The provisions of the policy on the Use of University Facilities govern the use of all
buildings, facilities, equipment, and grounds, hereinafter referred to as facilities, under the
control of Stephen F. Austin State University. That policy provides that the University may
establish additional procedures for the reservation and use of specific facilities; therefore, the
following provisions apply to University vehicles.
I. Official Use:
University motor vehicles can only be used for the transaction of official University
business.
A. Reservations
1. Vehicles will be rented exclusively to individuals or organizations that have funds
budgeted by the University.
2. All vehicles, except road buses, are rented on a first-come, first-serve basis.
Reservations can be made by memo to the Physical Plant Grounds and
Transportation Department, P.O. Box 13031 SFA Station, by phone at 468-5107,
or on the Physical Plant Web site. Reservations should be made as far in advance
as possible.
3. Persons for whom reservations are made must be on the Approved Drivers List
and be acting on behalf of, and within the responsibility of, the university
department that he/she is employed. Must have a minimum of four passengers for
vans, must have definite pick-up and return times, and must have an approved
University account.
4. Cancellations should be made as far in advance as possible. Cancellations made
less than 48 hours in advance will incur a $20.00 fee.
B. Procedure for Checking Out Vehicles
1. Vehicles can be picked up at the Physical Plant Grounds and Transportation
Department, located at Starr Avenue and University Drive, between 7:00 a.m. and
4:00 p.m. Monday through Friday.
2. Special arrangements may be made for pick-up outside normal hours.
P39
3. When two or more users are renting the same vehicle over a weekend, the users
may be required to turn in and pick up vehicles at the University Police
Department.
4. Individuals picking up vehicles must present a Stephen F. Austin State University
Approved Driver Certificate and a valid driver s license.
5. Personnel in the Grounds and Transportation Department, will furnish approved
drivers with:
a. keys to vehicle
b. copy of vehicle charges and reservation form
c. credit card(s)
d. daily record of state-owned motor vehicle use
e. vehicle roadability report
f. insurance card
C. Passengers
1. Passengers in University vehicles will normally be university employees or
students traveling on University business.
2. Passengers who are not University employees or students may be authorized to
ride in University vehicles when their presence is consistent with University
business or functions.
3. University employees and students may have guest(s), spouse or children
accompany them while the University employee or student is traveling on
University business provided:
a. The guest does not interfere with the University business of the trip or cause
any additional expense to the University.
b. The department that sponsors the trip that the guest(s) are attending accepts
full responsibility for tho action of the guest(s) and the liability for any injury
to the guest(s).must be advised in advance of the trip that non-University
passengers will be traveling in University vehicles.
c. If the guest is a minor child, the sponsor parentis responsible for the child s
actions and is responsible for ensuring the child follows all safety policies and
regulations including seat belts and child restraints.
P40
d. The University bus fleet is not equipped with seat belts or child restraints and
safety of the child is the responsibility of the sponsor parentand of the
department sponsoring the trip. The University fleet bus driver should report
behavior difficulties to the parent and sponsoring department, and may
impose future restrictions on passenger privileges for those who have had
behavior problems.
e. Non-employee passengers will not be covered by University insurance for
medical treatment, unless there is legal liability, which is covered by the
general liability policy for University motor vehicles. Personal claims against
the driver of another vehicle (non-University) for liability in any accident will
be the responsibility of the non-employee passenger or their parent.
Passengers should carry personal medical insurance coverage in case of
accident or emergency. The University does not assume liability for any
passenger, unless otherwise imposed under law. University employees may be
covered by Workers Compensation for injuries received on-the-job;
otherwise, personal medical insurance or applicable legal liability would
apply.
D. Use of University Road Buses
The 46-passenger Eagle bus and 36-passenger Blue Bird bus provide transportation
for University departments and groups. The guidelines in this section have been
established to provide a fair and equitable manner for the scheduling of the buses and
to generate sufficient revenue to pay for their operation and maintenance.
1. Authorized Trips: Only University groups and departments whose trips have
received prior approval from the department head and/or dean of school may
reserve the bus. A professional driver will be provided by the Physical Plant
Department. Each user must be accompanied by authorized University personnel,
who shall be responsible for all travel, schedules, and arrangements. The use of
the bus is limited to those destinations that may be reached by hard surfaced
roads.
2. Reservations: Application for the use of the University bus shall be made to the
Director of Physical Plant. No reservation may be reassigned in whole or in part.
The user may not delegate any control or responsibility to any other party without
prior written approval of the Director of Physical Plant. Furthermore,
reservations for one trip may not be used for a different trip without the prior
written approval of the Director of Physical Plant.
3. Priorities for Use
a. Use of University buses for athletic purposes will be given the first priority.
P41
b. Those departments having activities scheduled at least a year in advance that
require maximum utilization of the buses shall receive second priority.
c. In other cases, the following shall be considered:
1) Advance Scheduling: Where feasible, the use of the buses will be
approved on a first-come, first-serve basis.
2) Distance: The distance to be traveled will be considered in determining
priority.
3) Number of Passengers: The number of passengers will be considered in
determining priority.
4) Purpose of Trip: In cases of simultaneous requests when the number of
passengers and distance are approximately the same, the trip providing the
most benefit to Stephen F. Austin State University shall receive priority.
E. Record Keeping
Users of University vehicles are required to complete a written report on the use of
such vehicles, including a list of University personnel on the trip. Reports are to be
made daily, with a separate report required for each day. Required reports are made
on forms provided by the Grounds and Transportation Department when checking out
a vehicle.
F. Check-in
1. If returned after 7:00 a.m. or prior to 4:00 p.m. on weekdays, the vehicle should
be returned to the Grounds and Transportation Building. The vehicle charges and
reservation form, the daily record use of State Owned Motor Vehicles form, keys,
credit card(s), and gasoline receipts should be given to Grounds and
Transportation personnel.
2. If returned at some other time, the vehicle should be parked, the doors should be
locked and all the items mentioned above should be dropped into the slot in the
front door of the Grounds and Transportation Building at Starr Avenue and
University Drive.
3. Individuals may lose the privilege of using University vehicles if the vehicle(s)
has been damaged during use, or if reports of vehicle use are incomplete.
4. Purchases, other than with University credit cards, are at the driver's expense,
subject to reimbursement. Reimbursement will be approved when the Physical
Plant is furnished an approved voucher accompanied by purchase receipts.
P42
Receipts must show vehicle license number, amount of purchase, and item(sj
purchased. Failure to properly present receipts will result in non-reimbursement.
5. Purchase of fuel. Fuel is furnished as part of the rental price of the vehicle if
purchased on credit cards furnished at the time of the rental. Fuel purchased not
using credit cards will be at the expense of the using department. Reimbursement
should be claimed on the travel voucher of the individual being reimbursed.
G. Breakdowns and Accidents
1. Instructions for proper reporting and handling of accidents and breakdowns are
contained in the glove compartment of all University vehicles.
2. In all cases in which a vehicle

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Stephen F. Austin State University Minutes of the Board of Regents Nacogdoches, Texas July 17, 2001 Volume 176 TABLE OF CONTENTS Page 01-73 Approval of April 17, 2001 and May 8, 2001 Minutes 1 01-74 Appointment of Tito Guerrero as President 1 01-75 Faculty and Staff Appointments for 2000-2001 1 01-76 Faculty and Staff Appointments for 2001-2002 2 01-77 Changes of Status 3 01-78 Voluntary Modification of Employment 5 01-79 Retirement 5 01-80 Holiday Schedule 6 01-81 Last Class Day Report for Spring 2001 6 01-82 Underenrolled Classes, Summer, 2001 6 01-83 Marketing Proposals 6 01-84 Naming of the Vera Dugas Liberal Arts Building 6 01-85 Intercollegiate Athletic Policy and Procedure Manual 6 01-86 Telecommunications Infrastructure Fund Grants 7 01-87 Allocation of 1995 HEAF and 1996 Auxiliary Bond Proceeds for Debt Service Costs 7 01-88 Selection of University Insurance Provider 7 01-89 Selection of Delinquent Accounts Collection Agency 7 01-90 Athletic Concessions Contract 7 01-91 Approval of Miller Science Greenhouse and Roofing Projects 7 01 -92 Adoption of Resolution Authorizing a Request For Financing 7 01-93 Approval to Purchase Alumni and Donor Database System 8 01-94 Adoption of Fiscal Year 2002 Budget 8 01-95 Authorization to Issue Architect and Construction Manager RFP for Telecommunications/Birdwell Building 8 01-96 Renovation of East College Cafeteria 8 01-97 Selection of Roofing Consultant 8 01-98 Policy Revisions 8 Reports 9 Appendix No. 1 - Resolution Authorizing a Request for Financing 10 Appendix No. 2 - HEAF Allocation for FY 2001-2002 12 Appendix No. 3- Budget Changes 15 Appendix No. 4 - Roofing Consultants 16 Appendix No. 5 - Policy Revisions 21 MINUTES OF THE MEETING BOARD OF REGENTS STEPHEN F. AUSTIN STATE UNIVERSITY NACOGDOCHES, TEXAS JULY 17, 2001 The meeting was called to order at 9:00 a.m. by Chair Mike Enoch. Board members present in Room 307: Penny Butler, Kenneth James, Mike Enoch, Susan Roberds, Mike Wilhite, Fred Wulf. Absent: Margarita de la Garza Grahm, Gary Lopez, Lyn Stevens. Others present in Board Room 307: Tito Guerrero, Roland Smith, Janelle Ashley, Baker Pattillo, Yvette Clark, and other SFA administrators, staff, and visitors. 01-73 Upon motion of Regent Roberds, seconded by Regent Butler, with all members voting aye, it was ordered that the April 17, 2001 and the May 8, 2001 meetings be approved, with a correction to item 01-63 of the April minutes, indicating that the consulting contract would be $90,000 plus $15,000 for expenses for one year. 01-74 Upon motion of Regent Roberds, seconded by Regent Butler, with all members voting aye, it was ordered that the following appointment be approved. 1. President Dr. Tito Guerrero's contract as President, at a salary of $176,500 for 100% time for twelve months, effective July 2, 2001. Tenure is awarded with this contract. 01-75 Upon motion of Regent Roberds, seconded by Regent Wilhite, with all members voting aye, it was ordered that the following appointments be approved. 1. Forestry Mr. David C. Treadaway, Executive Director of the Piney Woods Conservation Center, BAAS (Stephen F. Austin State University), at a salary of $35,000 for 100% time for twelve months, effective July 2, 2001. 2. Athletics Ms. Jennifer Poulsen, Softball Coach, at a salary of $38,000 for 10.5 months effective July 16,2001. Mr. Daniel Eason, Director of the Wellness Center and Assistant Coach, at a salary of $38,000 for twelve months, effective May 28, 2001. 01-76 Upon motion of Regent Wilhite, seconded by Regent Wulf, with all members voting aye, it was ordered that the following appointments be approved. 1. Art Ms. Amy George, Assistant Professor, M.F.A. (Clemson University), at a salary of $44,000 for 100% time for nine months, effective September 1, 2001. 2. Economics and Finance Dr. Jon P. Halverson, Visiting Assistant Professor, Ph.D. (University of Alabama), at a salary of $46,000 for 100% time for nine months, effective September 1,2001. 3. Elementary Education Ms. Lysa Gaston, Instructor, M.Ed. (Stephen F. Austin State University), at a salary of $41,000 for 100% time for nine months, effective September 1, 2001. 4. English and Philosophy Ms. Reshim Dutt, Assistant Professor, M. A. (University of Minnesota), at a salary of $34,000 for 100% time for nine months, effective September 1, 2001. Ms. Shawnrece D. Miller, Assistant Professor, M.A. (Youngstown State University), at a salary of $34,000 for 100% time for nine months, effective September 1,2001. Dr. Beverly J. Reed, Assistant Professor, Ph.D. (Purdue University), at a salary of $34,000 for 100% time for nine months, effective September 1, 2001. Dr. Kelley J. Salsbery, Assistant Professor, Ph.D. (Syracuse University), at a salary of $34,000 for 100% time for nine months, effective September 1, 2001. 5. History Dr. Daniel Newcomer, Assistant Professor, Ph.D. (Texas Christian University), at a salary of $34,400 for 100% time for nine months, effective September 1, 2001. 6. College of Liberal Arts Dr. Robert K. Herbert, Dean and Professor (Sociology/Anthropology), Ph.D. (Ohio State University), at a salary of $99,000 for 100% time for twelve months, effective August 6, 2001. Tenure is awarded with this appointment. 7. Management, Marketing and International Business Mr. Robert M. Crocker, Assistant Professor, M.B.A. (University of South Alabama), at a salary of $57,000 for 100% time for nine months, effective September 1,2001. 8. Modern Languages Ms. Marcela Valencia, Visiting Assistant Professor, M.A. (University of Kentucky), at a salary of $32,500 for 100% time for nine months, effective September 1,2001. Mr. Alejandro Sanchez-Aizcorbe, Visiting Assistant Professor, M.A. (University of Kentucky), at a salary of $32,500 for 100% time for nine months, effective September 1,2001. 9. Music Dr. Christopher A. Ayer, Assistant Professor, D.M.A. (University of Cincinnati), at a salary of $36,000 for 100% time for nine months, effective September 1,2001. Dr. Jeffrey Jacobsen, Assistant Professor, D.M.E. (University of Northern Colorado), at a salary of $40,000 for 100% time for nine months, effective September 1,2001. Dr. Mark E. Turner, Assistant Professor, D.M.A. (University of Houston), at a salary of $36,000 for 100% time for nine months, effective September 1, 2001. Mr. Brian Utley, Instructor, M.M. (Louisiana State University), at a salary of $32,000 for 100% time for nine months, effective September 1, 2001. 10. Political Science and Geography Mr. Newton J. Gaskill, Assistant Professor, M.A. (University of Texas), at a salary of $34,500 for 100% time for nine months, effective September 1, 2001. 11. Secondary Education and Educational Leadership Dr. Julia Ballenger, Assistant Professor, Ph.D. (University of Texas), at a salary of $45,000 for 100% time for nine months, effective September 1, 2001. Dr. Roberto E. Trevino, Assistant Professor, Ph.D. (University of Texas at Austin), at a salary of $45,000 for 100% time for nine months, effective September 1,2001. 01-77 Upon motion of Regent Wilhite, seconded by Regent Wulf, with all members voting aye, it was ordered that the following changes of status be approved. 1. Biology Dr. Robert Fleet, from Assistant Professor at a salary of $42,564 for 100% time for nine months, to Lecturer in the Department of Mathematics & Statistics at a salary of $31,000 for 100% time for nine months, effective September 1, 2001. 2. College of Liberal Arts Dr. Robert Szafran, from Interim Dean at a salary of $86,735 for 100% time for twelve months, to Professor of Sociology at a salary of $67,653 for 100% time for nine months, effective September 1, 2001. 3. Instructional Technology Dr. David Randolph McDonald, from Interim Director at a salary of $60,000 for 100% time for twelve months, to Director at a salary of $70,000 for 100% time for twelve months, effective June 1, 2001. 4. Political Science and Geography Dr. Ron Claunch, from Professor of Political Science at a salary of $60,279 for 100% time for nine months, to Interim Chair of the Department of Political Science and Geography at a salary of $78,000 for 100% time for eleven months, effective September 1, 2001. 5. Psychology Dr. Gary Ford, from Chair of the Department of Psychology at a salary of $70,115 for 100% time for eleven months, to Professor at a salary of $55,052 for 100% time for nine months, effective September 1, 2001. Dr. Kandy Stahl, from Associate Professor at a salary of $43, 942 for 100% time for nine months, to Chair of the Department of Psychology at a salary of $72,920 for 100% time for twelve months, effective September 1, 2001. 6. Sciences and Mathematics Dr. Kenneth Farrish, from Associate Professor of Forestry at a salary of $64,899 for 100% time for twelve months, to Director of the Masters program in Environmental Science at a salary of $75,000 for 100% time for twelve months, effective September 1, 2001. 7. Secondary Education Dr. Sandra Lowery, from Associate Professor at a salary of $49,440 for 100% time for nine months, to Interim Chair at a salary of $80,000 for 100% time for twelve months, effective September 1, 2001. Tenure is awarded with this appointment. Dr. Pat Jenlink, from Chair of the Department of Secondary Education and Educational Leadership at a salary of $92,532 for 100% time for twelve months, to Professor of Educational Leadership at a salary of $70,600 for 100% time for nine months, effective September 1, 2001. Dr. Betty J. Alford, from Assistant Professor at a salary of $45,197 for 100% time for nine months, to Associate Professor in the Educational Leadership doctoral program at a salary of $50,809 for 100% time for nine months effective September 1, 2001. Dr. Alford was selected by committee for the position following a national search. 8. Social Work Ms. Kathleen Belanger, from Project Director and Lecturer at a salary of $48,901 for 100% time for twelve months, to Instructor at a salary of $40,695 for 100% time for nine months, effective September 1, 2001. 9. University Police Mr. Robert Putzke, from Assistant Chief of Police at a salary of $51,139 for twelve months to Interim Chief of Police at a salary of $57,139 for twelve months, effective December 16, 2000. 10. Business Affairs Dr. Roland Smith, from Interim President at a salary of $174,468 for 100% time for twelve months, to Vice President for Business Affairs at a salary of $112,882 for 100% time for twelve months, effective July 2, 2001. 11. Physical Plant Ms. Sherry L. Moore, from Coordinator, at a salary of $34,608 for 100% time for twelve months, to Assistant Director, at a salary of $50,000 for 100% time for twelve months, effective April 16, 2001. 01-78 Upon motion of Regent Wulf, seconded by Regent James, with all members voting aye, it was ordered that the following request for retirement and subsequent modification of employment be approved: Dr. Bobby Johnson, History, effective September 1, 2002. 01-79 Upon motion of Regent Wulf, seconded by Regent Roberds, with all members voting aye it was ordered that the following retirements be accepted. 1. Chemistry Dr. Roger S. Case, Associate Professor, effective August 31,2001. 2. Informational Technology Services Mr. Michael Jennings, Director, effective July 16, 2001. 01-80 Upon motion of Regent Wilhite, seconded by Regent Butler, with all members voting aye, it was ordered that the following holiday schedule be approved. This schedule will allow SFA to be closed for 2 days at Thanksgiving, 7 working days at Christmas, 5 working days at Spring Break, and July 4th, which totals fifteen days. Employees will be required to take two days of vacation or compensatory time on Thursday, March 14 and Friday March 15. Holidays for 2001-2002 November 22 December 26 January 1 March 14 November 23 December 27 March 11 March 15 December 24 December 28 March 12 July 4 01-81 Upon motion of Regent Butler, seconded by Regent James, with all members voting aye, it was ordered that the last Class Day Report for the spring semester, 2001 be approved as presented. 01-82 Upon motion of Regent Wulf, seconded by Regent Butler, with all members voting aye it was ordered that the Chair of the Board be authorized to sign the official report for Underenrolled Classes for Summer, 2001 when the data are available. 01-83 Upon motion of Regent Wilhite, seconded by Regent Roberds, with all members voting aye, it was ordered that a called meeting will be held August 15 at 9:00 A.M. to receive presentations from four marketing firms, and to select the firm to conduct the SFA marketing program. 01-84 Upon motion of Regent Butler, seconded by Regent Wulf, with all members voting aye it was ordered that the Liberal Arts Building be named the Vera Dugas Liberal Arts Building. 01-85 Upon motion of Regent James, seconded by Regent Butler, with all members voting aye it was ordered that the revisions to the Intercollegiate Athletic Policy and Procedure Manual be approved as presented. 01-86 Upon motion of Regent Roberds, seconded by Regent James, with all members voting aye, it was ordered that the TIF grant applications by the Library and Instructional Technology be approved, and that Certified Assurance be provided by the Board of Regents. 01-87 Upon motion of Regent Wilhite, seconded by Regent Butler, with all members voting aye, it was ordered that approval be given for allocation of the available balances and any additional earnings on the available balances on the 1995 HEAF and 1996 Auxiliary bonds to pay respective debt service costs. 01-88 Upon motion of Regent Roberds, seconded by Regent Butler, with all members voting aye, it was ordered that the University be authorized to continue with the insurance RFP process, including tabulations of bids, and that the Finance Committee of the Board be authorized to review proposals and select the University's insurance provider or providers prior to the August 31, 2001 deadline. 01-89 Upon motion of Regent Butler, seconded by Regent Wilhite, with all members voting aye, it was ordered that the University be authorized to proceed with the RFP process, including selection of a delinquent-accounts processor or processors. Any delinquent account from 1995 to date in amounts greater than $100 would be submitted for collection. Prior to submission, the University will contact each student at the last known address and request payment. This will provide former students with the opportunity to avoid collection fees. Future delinquent accounts will be routinely submitted for collection within 120 days of the end of the semester or summer term for students not engaged in an active repayment plan. 01-90 Upon motion of Regent Wilhite, seconded by Regent Wulf, with all members voting aye, it was ordered that the proposal for Athletic Concessions submitted by ARAMARK Educational Services be accepted and that a contract be negotiated and signed by all parties. 01-91 Upon motion of Regent Roberds, seconded by Regent Butler, with all members voting aye, it was ordered that the University be authorized to proceed with the biology greenhouse and Miller Science Building roofing projects and that the President be authorized to sign the necessary purchase orders and contracts. Cost of the greenhouse project is not to exceed $400,000. Funding is from renovation savings and the roofing allocation in the FY 2002 annual budget, if necessary. 01-92 Upon motion of Regent Butler, seconded by Regent Wilhite, with all members voting aye, it was ordered that the Resolution Authorizing a Request for Financing (for $14,070,000 Tuition Revenue Bond funding) be approved as presented in Appendix No. 1 and that the President and staff be authorized to proceed with the bond transaction as directed by the Texas Public Finance Authority at the appropriate time. 01-93 Upon motion of Regent Roberds, seconded by Regent Wilhite, with all members voting aye, it was ordered that approval be given to the purchase of the Blackbaud software system license at a cost not to exceed $90,000 and that the President be authorized to execute related contracts. Cost of the software and future annual maintenance is to be paid in equal thirds by the University, the SFASU Foundation, Inc. and the SFASU Alumni Association. 01-94 Upon motion of Regent James, seconded by Regent Butler, with all members voting aye, it was ordered that the 2001-02 budget totaling $132,394,898 be approved. The 2001-02 budget includes a $4 per semester credit hour increase in Designated Tuition and a 3% increase in room and board. The 2001-02 budget also includes a 4% merit pool for faculty, and the greater of a $100 per month or 4% increase for non-faculty employees. The detailed HEAF Allocation is included in Appendix No. 2. 01-95 Upon motion of Regent Wilhite, seconded by Regent Butler, with all members voting aye, it was ordered that the University be authorized to seek proposals for architectural and construction manager services for the addition of space for telecommunication facilities and renovation or replacement of the Birdwell Building. Proposals will be presented to the Board of Regents for approval. 01-96 Upon motion of Regent Wilhite, seconded by Regent Wulf, with all members voting aye, it was ordered that approval be given for the following relative to East College Cafeteria: (1) that the University and construction manager be authorized to proceed with work on the Pizza Hut addition; (2) that the University and construction manager be authorized to develop plans and specifications, obtain bids and contract for the remainder of the proposed work; (3) that the President be authorized to sign the required purchase orders and contracts. 01-97 Upon motion of Regent Wulf, seconded by Regent James, with all members voting aye, it was ordered that the University contract with Global Roof Consultants, Inc. for a first year cost of $12,500. Pricing for the second through fifth years is to be negotiated and the President is authorized to sign the contract. The contract is not to exceed $90,000 for five years. 01-98 Upon motion of Regent Wilhite, seconded by Regent Wulf, with all members voting aye, it was ordered that the policy revisions be adopted as presented in Appendix No. 5. 8 REPORTS A. Faculty Senate Chair Joe Devine: 1. Senate actions in the past quarter a. Concern about faculty salaries b. Desire to preserve small class size and instruction by faculty with terminal degrees c. Library funding needs improving d. Intellectual policy 2. Issues for the coming academic year: a. Study of salary inequities b. Allocation of auxiliary funds c. Parking garage: the senate may study the question, but seems very unlikely to favor it d. Do we offer enough evening courses? B. Student Government President Charlie Hueber 1. Introduction 2. Minor in Leadership C. President Tito Guerrero 1. Faculty Welcome Reception and Picnic 2. Retreat with Board of Regents members 3. Graduation - August 11, 2001 4. Bet with President of Portland State University 5. Pizza with the President 6. Harvard Seminar for New Presidents Meeting adjourned at 11:35 a.m. Appendix No. 1 RESOLUTION AUTHORIZING A REQUEST FOR FINANCING WHEREAS, the Texas Public Finance Authority (the Authority ) has the exclusive authority to act on behalf of Stephen F. Austin State University (the University ) in the issuance of bonds pursuant to Tex. Rev. Civ. Stat, art. 60 Id as amended; and WHEREAS, the University has been authorized to acquire, purchase, construct, improve, renovate, enlarge, or equip property, buildings, structures, facilities, roads or related infrastructure to be financed by the issuance of bonds pursuant to Texas Education Code 55.1727 in the aggregate principal amount not to exceed $14,070,000; and WHEREAS, the Board of Regents of Stephen F. Austin State University (the Board of Regents ) now desires to approve and authorize financing to enable the University to acquire, purchase, construct, improve, renovate, enlarge, or equip property, buildings, structures, facilities, roads or related infrastructures, and authorizes the President of the University (the President) or designees to submit requests for financing to the Authority from time to time to issue bonds in an aggregate amount of $14,070,000 to enable the University to acquire, purchase, construct, improve, renovate, enlarge, or equip property, buildings, structures, facilities, roads or related infrastructures and to take other actions related thereto. THEREFORE, BE IT RESOLVED BY THE BOARD OF REGENTS OF STEPHEN F. AUSTIN STATE UNIVERSITY THAT: 1) The University is duly authorized by law pursuant to Texas Education Code, Section 57.1727 to acquire, purchase, construct, improve, renovate, enlarge, or equip property, buildings, structures, facilities, roads or related infrastructures to be financed by the issuance of bonds in accordance with Texas Education Code, Chapter 55, Subsection B in the aggregate amount not to exceed $14,070,000; 2) Dr. Tito Guerrero, President, or his designee is hereby authorized and directed to submit requests from time to time to the Authority to issue bonds in an aggregate amount not to exceed $14,070,000 in order that the University may acquire, purchase, construct, improve, renovate, enlarge, or equip property, buildings, structures, facilities, roads or related infrastructures as these projects are specifically approved by the Board of Regents and further approved by the Texas Higher Education Coordinating Board as may be required; 3) the President is hereby further authorized to approve, execute, and deliver or cause to be delivered those documents and such other instruments including but not limited to the financing documents required by the Authority s rules, and to take such other 10 actions as are necessary and appropriate in connection with the issuance, sale, or delivery of the bonds; 4) due notice of the meeting and the subject matter of this Resolution was given as required by law; and that a quorum of the Board of Regents was present at the meeting at which this resolution was considered. Adopted/Rejected by a vote of July m 2001. Chairman, Board of Regents Stephen F. Austin State University yeas, Q nays effective as of Secretary, Board of Regents Stephen F. Austin State University 11 Department Fiscal Year 2001-02 HEAF Available Debt Service Instructional Capital Library Books and Materials Admissions Admissions Admissions College of AAS/Communication College of AAS/Social Work College of AAS/Social Work College of AAS/Social Work College of AAS/Social Work College of AAS/Social Work College of AAS/Social Work College of AAS/Social Work College of AAS/Social Work College of AAS/Social Work College of AAS/Social Work College of AAS/Social Work College of AAS/Social Work College of AAS/Social Work College of AAS/Social Work College of AAS/Social Work College of AAS/Social Work College of AAS/Social Work College of AAS/Social Work College of AAS/Social Work College of AAS/Social Work College of AAS/Social Work College of AAS/Social Work College of AAS/Social Work College of AAS/Social Work College of AAS/Social Work College of AAS/Social Work College of AAS/Social Work College of Business College of Business College of Business College of Business College of Business College of Business College of Education/Agriculture College of Education/Agriculture College of Education/Agriculture College of Education/Agriculture College of Education/Agriculture College of Education/Agriculture College of Education/Agriculture College of Education/Human Sci College of Education/Human Sci College of Education/Human Sci College of Education/Human Serv College of Education/Kines & Health College of Education/Kines & Health College of Education/Kines & Health College of Education/Kines & Health College of Education/Secondary Ed Stephen F. Austin State University HEAF Allocation for Fiscal Year 2001-02 Item/Project Bond Debt Service Payments Academic Capital Equipment Library Acquisitions PCs Laptop Printer Classroom presentation equipment and computers 7 Chairs for reception area Area directory board Conference table 12 Conference chairs 2 Chairs for classroom desks 2 Metal desks for classrooms 2 Podiums for classrooms 1 Mailbox/Sorting Tables w/shelf 3 Executive desks 3 Executive Credenzas Desk Credenza 3 Executive chairs 2 Round tables for library 8 chairs for library 60 student desks TV/VCR Overhead projector Screen 2 Filing Cabinets LCD Large Workstation panels Small Workstation panels 6 Undershelf task lights 6 Mobile file pedestals 6 tables for work area 6 computer tables Chair replacement in McGee Computing Lab Carpet replacement in McGee Computing Lab Upgrade McGee Building data network for 12 Complete renovation of Classroom BU 467 Renovation of Classroom BU 477 Replace comupter in BU 116 Tractor with front end loader ALIS Software for Soil Testing Lab Fence replacement at Beef Farm Equipment replacement in Ag Mechanics Lab Restroom facilities at Forage Center Renovation of Ag Room 115 No-till seed drill Space renovation for HMS 115, large lecture room Create storage area, N. end of HMS N. adjacent/unde Space reconfiguration of HMS 209/209B Neuroscience Lab evoked response assessment equi Resurface racquetball courts Resurface tennis courts Classroom chairs Glass enclosure of one racquetball court Remodel 404 workroom mailbox Allocation $721,899 $1,250,000 $1,250,000 $22,000 $2,500 $2,000 $27,831 $1,750 $300 $3,017 $4,560 $200 $1,000 $430 $897 $6,087 $4,254 $750 $800 $1,650 $396 $400 $7,140 $300 $200 $190 $500 $3,000 $11,180 $4,560 $840 $2,046 $1,302 $780 $20,000 $15,000 $40,000 $8,750 $20,000 $2,500 $50,000 $25,000 $26,400 $20,000 $4,500 $17,500 $12,500 $35,000 $5,000 $10,000 $20,000 $35,200 $65,000 $2,500 $25,000 $600 Appendix No. 2 Department Total $6,633,109 $721,899 $1,250,000 $1,250,000 $26,500 $86,360 $106,250 12 Department College of Education/Secondary Ed College of Education/Secondary Ed College of Education/Secondary Ed College of Education/Secondary Ed College of Education/Secondary Ed College of Education/Secondary Ed College of Education/Secondary Ed College of Education/Secondary Ed College of Education/Secondary Ed College of Fine Arts/Theare College of Fine Arts/Music College of Fine Arts/Turner College of Fine Arts/Box Office College of Fine Arts/Music College of Fine Arts/Turner College of Fine Arts/Turner College of Forestry/Construction College of Liberal Arts/Stone Fort College of Liberal Arts/History College of Liberal Arts/Psych Clinic College of Liberal Arts/Mod Lang College of Liberal Arts/English College of Liberal Arts/Psych College of Liberal Arts/Stone Fort College of Liberal Arts/Stone Fort College of Sci/Math/Physics College of Sci/Math/Chemistry College of Sci/Math/Biotechnology College of Sci/Math/Chemistry College of Sci/Math/Physics College of Sci/Math/Biotechnology College of Sci/Math/Biology College of Sci/Math/Nursing Instructional Technology Instructional Technology Instructional Technology Instructional Technology Instructional Technology Instructional Technology Library School of Honors School of Honors Financial Aid Financial Aid Financial Aid Financial Aid Information Technology Services Information Technology Services Information Technology Services Information Technology Services Information Technology Services Information Technology Services Information Technology Services Physical Plant Physical Plant Physical Plant Physical Plant Physical Plant Physical Plant Physical Plant Physical Plant Physical Plant Physical Plant Item/Project Remodel 404j office Paint and wall covering Base board cove molding, etc. Book shelves, brackets, etc. Gateway Systems (17) to upgrade computers in doctc HP LaserJet printers (3) for doctoral lab Copiers (3) replacements at 3 CPDT field sites iMac systems (60) at 3 CPDT field sites (20 @ ea site SuperDisk Drives for Mac (60) at 3 CPDT field sites (i Renovation, Griffith 306 Remodeling, Music Building green room Stage equipment - cyclorama, scrims Thermal ticket printer Acoustical treatment, Cole Concert Hall Renovation, green room Electrical work Renovate tree physiology teaching lab in Forestry Buil< Building repairs Classroom renovations Renovations Computer and printer stations Upgrade of Laz Corley computer lab Remainder of renovations to Psych Clinic (total was 1^ Add visitor restroom Macintosh computer for visitor kiosk Renovation of Physics Resource Center Tile for balance room Fume hoods Laboratory benches and tables Storage cabinets Acid and organic cabinets Bulletin boards Renovate administrative area Laptop computers (17) matching funds for DI4 grant Integrator software w/installation WebCT campus edition software MCU card for model 200 multipoint vodeo conferencir Photoshop software Wiring management ITV classrooms Imaging system Laptop computers (2) Dell computers (2) PCs (5) Auto-folding machine for correspondence Bulletin boards Laminating machine for bulletin boards Upgrade computers and software HEAF Telecommunications expenditures Network upgrade and expansion SCT integrator and software Desktop anti-virus software site license Desktop firewall software license Web-based help desk system Replacement vehicles Computers (10) to upgrade work order system Custodial/Grounds trash containers (50) Kawasaki mu Air handler for Kinesiology Sidewalk repair Sign engraving machine Air handler for Rusk Custodial equipment Temperature/humidy controls for East Texas Research Variable speed drives on fan and coil in Nursing/Math Department Physical Plant Physical Plant Physical Plant Vice President for Business Affairs Purchasing Purchasing Purchasing Purchasing Purchasing Printing Services Public Affairs Public Affairs Public Affairs Counseling and Career Services Counseling and Career Services Counseling and Career Services Counseling and Career Services Counseling and Career Services Disability Services Disability Services Disability Services Disability Services Disability Services Disability Services Postal Services Postal Services Postal Services Student Development Student Development Student Development Student Development Student Development Student Development University Police General Counsel Item/Project Repairs and repaving of Clark Blvd. Roof Replacement and Building Restoration Austin Building Fire Alarm System Contingency Copier Computer equipment Chairs Printer for requisitions Copier/printer for surplus area at SRC 2nd year commitment to lease/purchase Xerox Docute Computer editing system and software upgrades Portable camera light and replacement batteries Various field and studio microphones for video produci Carrels (10) PCs (2) for TIF grant matching funds PC (1) file server PCs (4) Printer (1) Computer assisted notetaker system Gateway Solo Laptops/external monitor 2@$1700 Media Carts 2@$200 Replace carpet and baseboard in offices and halls Transcription technology - TRC-8080 standard cassette transcriber wA/SC Sonyo Pro-line, w/foot control ar Pitney Bowes Paragon II Laser scanner Address and barcode printer Renovation/furniture for Rusk 302 Power Mac G4 (5 @ $1700 ea) Macintosh server G4 Meeting Maker software Palm Vllx (2 @ $449 ea) Shipping/handling Police communication equipment PC with monitor TOTAL ALLOCATION $4,500 $6,633,109 14 Appendix No. 3 Stephen F. Austin State University Schedule of Budget Increases April 13, 2001 to July 3, 2001 ACTIVITY RECIPIENT TRANSFER SOURCE SOURCE DESCRIPTION Overrealized Income Overrealized Income Overrealized Income Overrealized Income Overrealized Income Overrealized Income Overrealized Income TOTAL 15 I certify that the ibove included all firms that have been contacted for bids, and their replies are exactly as stated. Reason for awan! to other than low bidder: Why Emergency Exists: Signature Why Requirrmei ts not anticipated: certify that the above included all firms that have been contacted for bids, and their replies are exactly as stated, Reason for award to other than low bidder: Signature Why Emergency Exists: Why Requirements not anticipated: 00 ru I certify that the above included all firms that have been contacted for bids, and their replies are exactly as stated. Reason for award to other than low bidder: Signature Why Emergency Exists: * hs \ Why Requirements not anticipated: To: Diana Boubel From: Lynda Langham Subject Fwd: 0529.260 Cc: Bcc: Attached: Date: Tuer 29 May 2001 13:18:18 -0500 To: "texasregister@sos.statatx.us" From: Lynda Langham Subject 0529.260 Cc: "Roland Smith, Interim President" Please publish the following notice in the earliest available edition of the Texas Register Submission form to follow via FAX. Thank you. Stephen F. Austin State University Notice of Availability of Consulting Services Contract This request for consulting services is tiled under the provisions of the Government Code Chapter 2254. PURPOSE: Stephen F. Austin State University is seeking consulting sen/ices to provide inspection and budget forecasting for all educational and support facility roofs for a period of five years, beginning September 1,2001 and ending August 31, 2006. Proposed inspection and documentation will provide the following: 1. physical inspection of all campus facility roofs 2. documentation of observed conditions with emphasis on known roof problems reported leak conditions and preventative maintenance 3. summary of conditions requiring manufacturer warranty notification 4. summary of conditions requiring roof related repair 5. summary of roofs projected for replacement for the fiscal years 2002 through 2006 6. final reports to be presented in CPU Windows 95/98 environment Including building history of roof type, age, construction, flashing type, square footage, insulation, material manufacturer etc., current conditions, budget forecast of repairs and replacements, roof plans excel spread sheet, photographs and warranties. Additional roof inspections shall be provided during repair or construction as required by the University, with the price to be negotiated depending on specific requirements for each job. ELIGIBLE APPLICANTS: All governmental, public, nonprofit private, or for-profit private entities that can demonstrate the expertise necessary to carry out the required consultant services are encouraged to submit proposals. 19 PROPOSAL FORMAT; Interested parties must submit proposal with the following information: experience, qualifications, cost for inspection services to be provided the first year, subsequent years to be negotiated annually, the name, address, and phone number of the individual assigned to the account and the vendor identification number/tax identification number of the applicant. SELECTION CRITERIA: Evaluation will be made by the Director of Purchasing and the Associate Director of Facilities Services based upon evidence of the applicants knowledge and experience in performing the specified services and costs. DEADLINES: Proposal must be received in the office of Diana Boubef, Director of Purchasing, PO Box 13030, 2124 Wilson Drive, Nacogdoches, TX 75962 by June 12, 2001, 5:00p.m. A decision will be made at the regularly scheduled Board of Regents meeting July, 2001. Contract to be effective September 1,2001 through August 31,2006 up to an estimated amount not to exceed $80,000. Please contact Diana Boubel at (936) 46&-2206 or John Rulfs at (936) 468-4341 for more information. Lynda Langham Secretary to the General Counsel Stephen F. Austin State University P.O. Box 13065, SFA Nacogdoches, TX 75962 Phone: 93&468-4305 Fax: 936-468-3875 E-Mail: Hangham@sfasu.edu 20 Appendix No. 5 Policies for Board Review July 17,2001 21 Policies for Board Review July 17,2001 22 Agency Accounts A-01,2 Original Implementation: January 20, 1998 Last Revision: NeaeJi/fy 17, 2001 Agency Accounts are F/unds held in agency accounts are held by the institution University acting as the-custodian or fiscal agents/or others. The money is deposited with the University for safekeeping, to be used or withdrawn by the depositor at will. All Agency Accounts must be related to the mission of the University. The University, at its sole discretion, will determine whether or not to establish an Agency Account, se funds may be held on bohalf of students, faculty, staff, organizations, or some other third party. Agency accounts will be assigned account numbers in the 09xxxx series. The University reserves the right to commingle faeseAgency funds with University cash accounts funds, which may be deposited in banks external to the institution/manc/fl/ institutions. Agency Accounts will neithernot accrue earn interest in any manner nor wHirbe assessed administrative costs or fees be assessed by the University to tho account, except for specifically identifiaZ?/eed bank charges related directly related to the-a specific a^gency Account-&mAs. Vsese-Agency funds will be accounted for withmanaged at the same level of safekeeping as funds owned by the University funds. See Policy C-34, Request to Establish an Account, to establish an account. The University reserves the right to not establish agency accounts which create unreasonable obligations for tho University or for other reasons within the institution s sole discretion. Establishment of agency accounts must be related to the mission of the University. Should owners of eny-the a^gency aeeemtfunds wish to conduct an audi^independent auditof the University s own initiative, they may do so, and must by obtaining their own Aauditor withaf their own im&sexpense. These Agency Accounts are subject to review by University and other sState agency officials? as well as anyone legally authorized or those with authority to do so. under law Request to Establish an Agency Account A request to establish an Agency Account is made by completing the Request to Establish an Account form (Policy C-34). The form is available from the Controller s Office or at https://apache. SFASU ED U/sfa forms/frsacct req.shtml. If approved, the Agency Account will be assigned an account number (0-9XXXX), which will be used by the owner when depositing or withdrawing funds. Disbursement from an Agency Account Owners of Agency funds may withdraw funds or make payment to vendors by either of two methods: • Complete a Purchase Voucher form on-line (Policy C-31) (available at https://APACHE.SFASU.EDU/sfa_forms/purchasevoucher.shtml). Print the completed form, sign it, and submit it to the accounts payable department in the Controller s Office. • Complete a Request for Disbursement from an Agency Account form , available from the Controller s Office or at PI httvs://apache.SFASU.EDU/sfaJorms/REOUESTFOR DISBURSEMENT.shtml Print the completed form, sign it, and submit it to the accounts payable department in the Controller s Office. All checks will be mailed unless written instructions are provided on these forms. Allow one week for check processing. Negative Balances in Agency Account Prohibited Agency Accounts are not permitted to bavecarry negative balances. Therefore,$bmte negative balances inadvertently occur, the University may assess all costs associated with collecting funds owed to the institution including but not limited to: a $25 institutional fine each time an account goes into a negative balance. If an Agency Account is referred for collection, the Account will be assessed all collection agency costs, interest, and legal fees, and costs associated costs, therewith. Source of Authority: Vice President for Business Affairs Cross Reference: l>teneRequest to Establish an Account, Policy C-34; Purchase Voucher Policy C-31 Contact for Revision: University Controller Forms: See forms for Request to Establish an Account, Policy C 34 Request to Establish an Account (available from the Controller s Office or at httvsJ/apache.SFASU.EDU/sfaforms/frs acct req.shtml: Purchase Voucher (available at https://fAPACHE.SFASU.EDU/sfaJorms/purchasevoucher.shtml): Request for Disbursement from an Agency Account (available from the Controller s Office or at httvs://apache.SFASU.EDU/sfa forms/REOUEST FOR DISBURSEMENT.shtml) P2 Distinguished Professor Award A-16 Original Implementation: Unpublished Last Revision: April 28, 1998 July 17, 2001 The Stephen F. Austin State University Alumni Association honors an outstanding faculty member at its awards luncheon, which follows Commencement each spring semester. Nominations are solicited through the Faculty Bulletin Focus in early February with the deadline for nominations about o/March 1. A committee made up of the last three recipients reviews the nominations and presents their recommendation to the Vice President for Alumni Affairs of the Alumni Association. The selection of the Distinguished Professor is made by the Alumni Association Board of Directors. Criteria for the selection of the Alumni Association Distinguished Professorship Award are listed below: 1. In general, the faculty member selected should most nearly satisfy the criteria for faculty excellence as published in the SFASU Faculty Handbook incorporating teaching, scholarly/creative, and service activities. 2. The recipient must be a tenured member of the faculty. Academic administrators holding a position above that of department chair or director are not eligible. 3. The recipient must have been a full-time teacher at SFASU for three years. 4. The recipient must be an active member of the faculty at the time of the award. 5. Scholarship, citizenship, and contribution to academic excellence and the University's mission should be of such caliber as to bring positive and wide-spread recognition to SFASU. Nominations are solicited through the faculty/staff newsletter Focus in early February with a March 1 deadline for nominations. Nominations should be submitted on a "Distinguished Professor Award Nomination Formr available from the Alumni Association. A committee made up of the last three recipients reviews the nominations and presents their recommendation to the Executive Director of the Alumni Association Vice President for Alumni Affairs. The selection of the Distinguished Professor is made by the Alumni Association Board of Directors. Source of Authority: President, Alumni Association Board of Directors Cross Reference: None Contact for Revision: Vice President for Alumni Affairs Forms: None P3 Instructor-Generated Materials A-22.1 Original Implementation: September, 1990 Last Revision: July 11, 1998July 17, 2001 "Instructor-generated materials11 generally refers to coursepacks or other such class materials that are intellectual property compilations and are intended for sale. They are not merely handouts, copies, textbooks, or trade books published by a commercial or university press. Copies of handouts distributed in class are provided to students and paid for by course fees. Published textbooks or trade books must be sold through bookstores. Under no circumstances, may faculty members sell instructor-generated or other academic materials directly to students. Instructor-generated materials must be favorably reviewed and approved by an appropriate review committee within the faculty member's department and by the dean of the college involved. The instructor-generated materials may then be sold through the University bookstore or off-campus vendors. The University and faculty member(s) will negotiate a royalty agreement in advance of the sale of instructor-generated materials in the University bookstore to properly compensate the faculty member(s) for their time, effort, and intellectual property, unless it was a work made for hire. See Intellectual Property. Policy D-20. The University shall not be responsible for royalties or other financial benefits on instructor-generated materials sold by off-campus vendors. The faculty member(s) shall retain the right to edit and amend their intellectual property as necessary, subject to a department/college review, to determine whether the general quality of scholarship renders the material suitable for sale. No departmental/college review may infringe upon the academic freedom of the faculty member(s) who created the instructor-generated materials. The General Fair Use Guidelines as described in Copyrighted Works Reproduction. Policy A-12, are applicable to instructor-generated materials. Copyright notices, appropriate citations and attributions should be included. The faculty-staff member who compiles the instructor-generated materials shall be responsible for complying with these guidelines. Permission must be obtained for materials that will be repeatedly used by the same instructor for the same class. Using a commercial copy shop does not necessarily relieve the creator of instructor-generated materials of liability, unless the Fair Use Guidelines are followed or the copy shop pays appropriate royalties. Campus copy centers are not permitted to copy such materials, unless these guidelines are followed. Source of Authority: President, Vice President for Academic Affairs Cross Reference: Faculty Handbook, University Policies D-20. Intellectual Property and A-12, Copyrighted Works Reproduction Contact for Revision: Vice President for Academic Affairs Forms: None P4 Off-Air Recording of Broadcasts for A-33 Education Use Original Implementation: December 21, 1982 Last Revision: April 21, 1998 July 17, 2001 The following guidelines must be observed in the off-air recording of broadcast programming for educational use: 1. A broadcast program may be recorded off-air simultaneously with the broadcast transmission (including simultaneous cable retransmission) and retained by Stephen F. Austin State University for a period not to exceed the first forty-five (45) consecutive calendar days after the date of the recording. Upon conclusion of such retention period, all off-air recordings must be erased or destroyed immediately. Broadcast programs are television programs transmitted by television stations for reception by the general public without charge. Programs may not be recorded from a television satellite unless these programs are authorized for free reception or the institution obtains a license to copy the programs. 2. Off-air recordings may be used once by individual teachers in the course of relevant teaching activities, and repeated once only when instructional reinforcement is necessary, in classrooms and similar places devoted to instruction within a single building, cluster, or campus, as well as in the homes of students receiving formalized home instruction, during the first ten (10) consecutive school days in the 45-calendar-day retention period. School days are school session days-not counting weekends, holidays, vacations, examination periods, or other scheduled interruptions-within the 45-calendar-day retention period. 3. Off-air recordings may be made only at the request of and used by individual teachers and may not be regularly recorded in anticipation of requests. No broadcast program may be recorded off-air more than once at the request of the same teacher, regardless of the number of times the program may be broadcast. 4. A limited number of copies may be reproduced from each off-air recording to meet the legitimate needs of teachers under these guidelines. Each such additional copy shall be subject to all provisions governing the original recording. 5. After the first ten (10) consecutive school days, off-air recordings may be used to the end of the 45-calendar-day retention period only for teacher evaluation purposes; i.e., to determine whether or not to include the broadcast program in the teaching curriculum, and may not be used in the recording institution for student exhibition or any other non-evaluation purpose without authorization. 6. Off-air recordings need not be used in their entirety, but the recorded programs may not be altered from their original content. Off-air recordings may not be physically or electronically combined or merged to constitute teaching anthologies or compilations. P5 7. All copies of off-air recordings must include the copyright notice on the broadcast program as recorded. 8. This policy statement applies to any transmission medium used to convey the program; broadcast, cable, satellite, or any other transmission medium whether open or closed in nature, and applies to any form of transmitted information from any source except when a different, explicit agreement exists between the parties originating and receiving the program or information. Source Of Authority: Vice President for Academic Affairs Cross Reference: Faculty Handbook Contact for Revision: Vice President for Academic Affairs Forms: None P6 Performance Evaluation of Tenured Faculty A-37.1 Original Implementation: August 26, 1997 Last Revision: January 30, 200Uuly 17, 2001 Purpose The evaluation of faculty performance at Stephen F. Austin State University is a long standing practice. The Policy for Performance Evaluation of Tenured Faculty at Stephen F. Austin State University broadens the scope of previous University policies relating to faculty evaluation. This policy increases the available options for addressing the performance measures of tenured faculty. When obtained according to this policy, the results of the evaluation of a tenured faculty member may be used to support personnel decisions relating to commendations, suggestions for improvement, and when required, counseling of a faculty member whose evaluation shows the necessity for a professional development plan designed to address deficits in performance. A faculty member who satisfactorily meets the conditions of the professional development plan ends participation in the plan. If after a specified period of time the faculty member has not fulfilled the goals of the plan, dismissal procedures may be initiated in accord with University policy. Academic Freedom and Responsibility Stephen F. Austin State University regards academic freedom as critical to the maintenance of a positive scholastic atmosphere where free exchange of thought is encouraged, where faculty and students alike enjoy the opportunity to broaden their knowledge and where one's full potential can be realized. We therefore adhere to the statement on Academic Freedom and Academic Responsibility as articulated in Policy A-Evaluation & Criteria For the purpose of assessing performance of tenured faculty, each academic unit has developed criteria for categories of performance, under the guidelines of policy E-20A, "Evaluation, Merit Pay, Promotion and Tenure". Tenured faculty in each department shall be evaluated annually for "teaching, performance/scholarly/creative activity, and service". Peer review will be included within the evaluation process at least to the extent required by law. When a faculty member receives a satisfactory annual review, the evaluation process is concluded. The faculty member may then be considered for merit and/or promotion. A single unsatisfactory review results in a consultation with the academic unit head. When a tenured faculty member receives two unsatisfactory annual evaluations within any three year period, a comprehensive professional review will be initiated. Regardless of the format used for performance evaluation of tenured faculty, all forms must include a check off as follows: Satisfactory Unsatisfactory The evaluator must definitively check one of these blanks. P7 Professional Review & Development Plan The purpose of the professional review is to identify and place on record the deficiencies in performance and to formulate a specific professional development plan aimed at addressing the deficiencies. The professional review begins with the academic unit director notifying the faculty member that he/she is subject to professional review. As part of the process the director will inform the faculty member of the procedures for the review. The faculty member can request that the review rocess be conducted by the academic department director or by a committee constituted according to procedures established in each College. The reviewer(s) will consider the two previous unsatisfactory evaluations of the faculty member and recommend a specific development plan to the unit director within sixty days. The development plan will specify the deficiencies that are being addressed and what steps the faculty member needs to take to remediate the performance deficiencies according to a timeline. The development plan will be given final review by the unit director, the dean/librarian, and the faculty member. A final plan should be the collaborative effort of the three parties and should seek to benefit both the faculty member and the university. It is expected that all parties involved in the process of implementing a specific development plan will work in good faith. The annual evaluation process prescribed in Evaluation, Merit Pay, Promotion and Tenure, Policy E-20A, is suspended while a faculty member is under professional review. All professional development plans are formed to address specific situations and may vary from one plan to another. However, each professional development plan should include the following: 1) specific deficiencies to be addressed in the plan; 2) specific objectives needed to remediate the named deficiencies; 3) a list of activities to be carried out to achieve the required outcomes of the professional development plan; 4) a schedule of deadlines for completing the activities; 5) criteria that will be used to assess progress; 6) a plan for periodic documented assessment to be conducted at least annually. Assessment documentation must include a statement of progress prepared by the faculty member and a formal written response by the evaluator(s). The university will provide reasonable support for the professional development plans within available resources. At the completion of the schedule stated in the plan, the unit director will make a final report to the faculty member, the review committee, and the dean/librarian. If the director and the dean/librarian agree that the faculty member has successfully completed the development plan, then the faculty member will be notified of the positive outcome. If the unit director and dean/librarian determine that the faculty member has failed to meet the goals of the professional development plan, dismissal proceedings may be initiated under Tenure, Policy E-50A . Failure to adhere to the professional development plan is considered grounds for dismissal if the deficiencies specified in the plan are of a sufficient magnitude to constitute cause for dismissal under university policy. Appeal At any point in the process a faculty member may enter an appeal under university grievance procedures if the faculty member feels that the policies are being unfairly applied. In congruence with Policy E-50A, "Tenure", the burden of proof is on the university to demonstrate that an annual review of tenured faculty is unsatisfactory by departmental standards. A faculty member subject to termination on the basis of evaluations conducted under this policy will receive specific written reasons for the terminations and have the opportunity P8 for referral of the matter to a non-binding alternative dispute resolution process as described in Chapter 154, Civil Practices and Remedies Code. The opportunity for non-binding alternative dispute resolution will be available only after all internal appeal procedures are exhausted. Source of Authority: General Appropriations Act, Article III, Sec. 42, Board of Regents; President; Vice President for Academic Affairs Cross Reference: Faculty Handbook, Academic Freedom and Academic Responsibility, A-2.5, Evaluation, Merit Pay, Promotion and Tenure, E-20A, and Tenure, E-50A Contact for Revision: Vice President for Academic Affairs Forms: None P9 Texas Academic Skills Program A-57 Original Implementation: April 18, 2000 Last Revision: Nene/w/y 17, 2001 The SFASU Texas Academic Skills Program policy elaborates the requirements established by the Texas Higher Education Coordinating Board. Ambiguities or omissions in the following policy are to be resolved in accordance with Coordinating Board regulations as set out in the current issue of the Board's publication, TASP Policy Manual. The purposes of this policy are, • To provide for quality and accountability of the developmental education program, and; • To promote improvement in, and the effective delivery of, the developmental education program. TASP is a program mandated by State law that requires skills testing of most students before they enter a Texas institution of higher education, and that prescribes developmental education for all students whose test scores indicate they lack reading, writing, and/or mathematical skills needed to succeed in college courses. Exemption from Testing Students are exempt from TASP testing if, and only if, they meet one of the following criteria. (Please note that certain minimum TASP scores, SAT scores, or ACT scores are required of students entering teacher education at the time they seek formal admission into that program even if students meet one or more of the following exemptions.) 1. Student earned at least three semester hours of college credit before September 1, 1989. 2. Student is legally deaf or legally blind and earned at least three semester hours of college credit before September 1, 1995. 3. Student earned scores as specified in the TASP Policy Manual on the exit-level Texas Assessment of Academic Skills test (TAAS), the ACT test or the Scholastic Assessment Test (SAT). Such scores must have been earned within the time span specified in the TASP Policy Manual. 4. Student is 55 years of age or older and is not seeking a degree. 5. Student is enrolled temporarily at SFASU, is not seeking a degree from SFASU, and is also enrolled in a private or out-of-state institution of higher education or has graduated from an institution of higher education. 6. Student is participating in the National Student Exchange Program from another state and is not seeking a degree from a Texas institution of higher education. 7. Student is a citizen of a country other than the United States of America and is not seeking a degree from SFASU. 8. Student transfers sixty or more college-level credit hours from a private or out-of-state institution to SFASU and earned the grade of "B" or better on designated courses in reading, writing, and mathematics. 9. Student possesses a baccalaureate degree from an accredited institution of higher education. P10 Testing Requirements With only the exceptions noted below, all non-exempt students must have TASP Test scores or their equivalent on file at SFASU before registering for classes at SFASU. Only initial testing may be accomplished with alternative tests; all subsequent testing must employ the TASP test. Approved alternative tests and minimum passing scores and conditions are specified in the TASP Policy Manual. Exceptions: No non-exempt student may register for classes more than once without appropriate TASP testing. Non-exempt students may initially register for classes without TASP or equivalent scores under only the following circumstances: 1. Student suffered documented illness or injury or other bona fide emergency that prevented testing. 2. Student possesses documented disability for which reasonable and appropriate accommodations could not be provided in a timely manner. 3. Student is legally deaf and has not yet taken the approved alternative r-the Stanford Achievement Test. (Such students must take the Stanford Achievement Test at the first available opportunity.) 4. Student, through no personal fault, has still not been tested after all reasonable institutional testing opportunities have passed. 5. Upon recommendation of student's academic dean it is concluded that student's best interests will be served by delaying testing until the next available testing date. Developmental Education Program and Advising Non-exempt students who do not pass one or more parts of the TASP Test or equivalent alternative test must engage in appropriate, continuous developmental education in each deficient area beginning immediately. Students are advised with respect to TASP-mandated developmental education by a TASP advisor in the Office of the Dean of Liberal Arts. All students with TASP deficiencies must contact the TASP advisor before registering for classes each semester. Most students who are required to participate in developmental education will be referred to appropriate course-based remediation. All academic advising not mandated by TASP is conducted by advisors in the department of the student's major, or, in the case of students who have not declared a major, in the Office of the Dean of the College of Liberal Arts. Meeting Developmental Requirements For each part of the TASP test not passed, students must continue in assigned developmental education until they (a) pass the designated part of the TASP test, and (b) earn a grade of "C" or better in assigned course-based remediation, or of "P" in tutorial remediation. Only students who earn a score of 270 or higher on the relevant part mathematics and reading parts of the TASP test are exempt from the foregoing requirement for a "C" or a "P.". Meeting Developmental Requirements by the "B-Rule" Alternative Instead of passing the relevant part of the TASP test, students may satisfy TASP requirements Pll as follows: 1. Make a "C" or better in the relevant, assigned developmental course. 2. Retake the TASP test during the semester in which enrolled in developmental course. 2r3. Sign a "B-Rule Contract" in the TASP office. &4. Take an appropriate course in the area of TASP deficiency, as specified in the TASP Policy Manual. 4t5. Do not drop the approved "B-rule" course. 5^6. Earn a grade of "B" or better in the approved "B-Rule" course. 6t7. Students who initiate the "B-rule" procedure at SFA must satisfy its requirements with courses taken at SFA. Students who satisfy another institution's "B-rule" requirements receive credit at SFA for having done so. 1*8. Students who attempt to satisfy TASP requirements using the "B-Rule" procedure, but who fail to earn the required "B" may only be permitted to attempt the "B-Rule" procedure again with approval of the TASP advisor. Status of Transfer Students Students who have satisfied TASP requirements in a particular area at another institution have satisfied those requirements at SFA. Developmental courses taken at another institution in an area in which the transfer student has not yet satisfied TASP requirements do not necessarily satisfy SFA's developmental requirements. All transfer students entering SFA with outstanding TASP obligations are advised by the TASP Advisor as to their appropriate developmental program. The transcripts of students transferring from SFA to another institution will indicate the student's TASP status, and will contain a record of the developmental courses they have completed. Attendance, Grades, and Academic Standing Students taking developmental courses because of TASP deficiencies are required to attend classes. Students who miss more than 300 unexcused minutes, or more than 450 total minutes of a required developmental class will receive an "F" in that class. Earning an "F" due to excessive absences in a required developmental course results in academic probation. Earning another "F" due to excessive absences in the following semester in a required developmental course results in academic suspension. Attendance at required developmental courses is to be monitored by the instructors of those courses and recorded in the TASP Office. Grades received in developmental courses taken at SFA are included in the calculation of the SFA grade point average. Limitations on Course Enrollment Students who have not satisfied all TASP requirements are limited in the courses for which they are permitted to enroll, as follows: 1. Students who have not satisfied TASP Writing requirements may not take college-level English courses. 2. Students who have not satisfied TASP Mathematics requirements may not take college-level mathematics courses. Students who have earned a score of less than 270 on the TASP mathematics test, and who have failed to achieve a satisfactory score on aa P12 alternative tests specified by the Department of Mathematics, must earn a grade of "C" or better in Mathematics 099 before being permitted to take college-level mathematics courses. Students who have not fully satisfied their TASP requirements, and whose total semester hours earned plus the semester hours currently registered for exceed 59, may not take courses numbered 300 or higher. Mechanisms and Standards for Evaluating Developmental Education Effectiveness Beginning in the 2000-2001 academic year, and every third year thereafter, the TASP Director will conduct a self-study of the effectiveness of developmental education at SFA. Self-study procedures recommended by the Texas Higher Education Coordinating Board will be employed. TASP and Admission to Teacher Education Students may be required to present TASP test results at the time when they seek formal admission into the teacher education program which would usually be after they have completed 66 or more semester hours. TASP requirements for admission into teacher education including exemptions from TASP testing and TASP passing scores may be different from those described in the present document Students seeking admission into teacher education should contact the Teacher Education Office. Source of Authority: Vice President for Academic Affairs Cross Reference: Texas Higher Education Coordinating Board TASP Policy Manual Contact for Revision: Vice President for Academic Affairs Forms: None P13 Use of University Facilities B-l Original Implementation: April 11, 1980 Last Revision: October 26, 1999July 17, 2001 All Stephen F. Austin State University buildings, facilities, equipment, and grounds shall be used only in the pursuit of the stated objectives of the University - academic, cultural, and public service. Groups not affiliated with the University may be granted use of University facilities according to the general policies provided herein and an agreement to adhere to the specific rules and procedures governing the use of the individual facilities. It is the responsibility of the user to become acquainted with and abide by these specific rules. Definitions: 1. "Student" means a person who is currently enrolled for academic instruction or research at the University. 2. "Campus" shall mean all real property over which the University has possession and control by law. 3. "University group" shall mean a registered student organization, other student group, or faculty and staff group. No group shall be considered a University group if it includes a person who is not a student, faculty member, or employee of the University unless that person is a member of the immediate family of a student, faculty member, or employee of the University. 4. "Outside group" shall mean any organization or group that is not included within the term "University group." 5. "Sponsoring organization" shall mean a University group that vouches for an outside group's use of University facility. 6. "University official" means a person charged with the responsibility for supervising the use of a University facility. 7. "University agency" shall mean an academic school, department, or program, or a University council, committee or auxiliary enterprise. P14 Priorities and Limitations for Use of University Facilities 1. Mission of the University Nothing contained in this policy shall be construed to prohibit or hinder operation of the University in fulfilling its mission as a public institution of higher education. All activities associated with that mission shall have priority in the use of the University's facilities. 2. Individuals Individuals engaged in the educational mission of the University shall have the right to use the University's facilities in accordance with federal, state, and local laws, as well as the rules and regulations of the University. As a general rule, priority for the use of the University's facilities shall go first to the students and second to the faculty and staff. However, exceptions to this rule may be made in certain instances by the University administration. Immediate family members of students, faculty, and staff may be granted limited use of University facilities through established programs designed to promote the enrichment of campus life and to enhance the living-learning environment of the University. 3. Groups a. Only organized groups (no individuals) sponsored by a University agency conducting an activity that is within its established role and scope may be allowed the use of University facilities. b. However, outside groups without a sponsor may be permitted to use the facilities of the University Center, subject to all other appropriate guidelines contained in this policy. Reservations 1. Application a. Application for use of University facilities by University agencies shall be made to the appropriate University official as follows: P15 b. Application for use of University facilities by outside groups shall be made to the Vice President for Business Affairs, except for the coliseum, stadium, and University Center, which shall be made to the individual indicated above. 2. Additional Procedure In addition to this policy, the University may establish procedures for reservation and use of each University facility. The University official responsible for each facility may be contacted regarding the policies for that facility. 3. Identification of Sponsor The user may not assign or delegate any control or responsibility to any other user or co-sponsor, agent, or third party without prior written approval of the appropriate University official. All users or co-sponsors of an event must be clearly identified prior to confirmation of a reservation. Reservations for presenting one event may not be used for presenting a different event without written approval by the appropriate University official. 4. Assignment of Reservations No reservation may be assigned in whole or in part. The current fee schedule will be available from the appropriate University official. Fees for outside groups are established at rates which will, at a minimum, ensure recovery of that part of the operating cost of the facility that is attributable directly or indirectly to such use by an outside group. 5. Deposit An advance deposit (specified in the fee schedule) may be required for reservations for an event conducted by an outside group. P16 6. Bond and insurance Outside groups who use a University facility may be required to provide a contract performance bond. They may be required to provide liability insurance covering injury to persons, including those resulting in death, and property damage insurance, including damage to the University facility, in amounts and under policies satisfactory to the Vice President for Business Affairs. Copies of such policies shall be furnished to the Vice President for Business Affairs no later than thirty (30) days prior to the event and in all cases prior to announcement of the event. Financial Policies 1. University agency/groups Excess income over expenses, including the fee for use of the facility derived from an event sponsored by a University agency/group, may be retained by the University agency/group to further its activities and programs. Excess expenses over income of an event shall be absorbed by the sponsoring University agency/group. Additional cost of maintenance, including standbys, custodial and utilities will be considered an expense of the event. 2. Outside group If an outside group (other than a public entity or athletic coaches summer camps) using a University facility charges those attending an event any admission or registration fee, or accepts donations from those in attendance, a complete accounting of all funds collected and of the actual cost of the event shall be submitted to the Vice President for Business Affairs within (30) days after the event. If the funds collected exceed the actual cost of the event, the user is required to remit such excess funds to Stephen F. Austin State University as an additional charge for use of the facility. The University reserves the right to audit all records pertaining to income and expenses, to prescribe methods of collection, and to participate in audits of funds at the point of receipt. Additional cost of maintenance, including standbys, custodial and utilities will be considered an expense of the event. 3. Payment for damages All users and sponsors shall be responsible for payment for damages to the University facility, its fixtures, and equipment, whether caused by the user or its patrons, ordinary wear and tear excepted. 4. Broadcast and recording rights The University reserves all rights and privileges for radio and television broadcasts, whether live or transcribed for delayed transmission, and all visual or audio recordings originating from the University facility. Should the University grant to the user such P17 privilege, the University has the right to require advance payment of any estimated related costs to the University, such as installation of equipment. Such permission must be granted in writing by the University President in advance of broadcast or recording. Policies for Outside Users Any proposed use of the University facility must be appropriate and suited to the size, structure, purpose and operating costs of the facility. For outside groups, there must be good reason to expect that a proposed event will require features unique to the facility or which are otherwise unavailable in the community. All proposed events must be conducted in accord with applicable state and federal laws and regulations, as well as the rules, regulations and policies of the University Board of Regents. Users must demonstrate to the satisfaction of the appropriate University official that they have the staff, experience, contracting authority, financial status and other qualifications necessary for carrying out the proposed events in a satisfactory manner. 1. Review of contracts All contracts related to the presentation of an event, including contracts between user and performers, speakers, sub-contractors, managers, and others, are subject to review and approval by the General Counsel and the appropriate Vice President. 2. Hazards If the University, in its sole discretion, determines that a proposed event poses a potential hazard to public safety, the event may be canceled or denied. No user may install or operate any equipment, fixture or device, nor operate or permit to be operated any engine, motor or other machinery, or use gas, electricity or flammable substances in the facility except with prior written approval of the appropriate University official, under such conditions and restrictions as the University official may specify. All electrical connections must be made by University personnel under direction of the staff of the appropriate University official and all house equipment must be operated by University personnel. No equipment, device or fixture may be used which, in the opinion of the University official, endangers the structural integrity of the facility. 3. Conflict with University activities An event shall not be permitted for any purpose which, although in accord with the general purposes of the University, is of such character or occurs at such circumstances that they are likely to interfere or cause major conflict with any University activity, program or event, or are inimical to the interests of the University. P18 4. Management functions Management functions are retained by the University and may be delegated to users or others only with the written permission of the appropriate Vice President. The functions include, but are not limited to, the following: All facets of ticketing and ticket policies, including scaling, acquisition, distribution, and sale. All matters of staffing, crowd control, technical arrangements, promotions, and advertising. 5. Concessions and catering Use of the University facility does not carry the right for the user to control concessions. Sale and distribution of food, beverages, souvenirs, or other concession items are reserved to the University or its concessionaires. 6. Signs and displays No signs, messages or other materials may be posted, displayed, distributed or announced in, on or adjacent to, the University facility by user or sponsor without prior written approval of the University official. Such materials may no#t be fastened to any part of the facility except in spaces provided for this purpose and may not be permitted to interfere with crowd movement and safety. 7. Religious organizations A religious organization applying for use of a facility must submit written evidence to the appropriate University official from the Internal Revenue Service that organization has been granted an exemption from taxation under Section 501(c)(3) of Title 26 of the United States code (Internal Revenue Code), and shall be permitted to use the facility no more than one (1) time during a calendar year. 8. Political organizations A political organization applying for use of the facility must present written evidence to the appropriate University official that the organization had candidates for either national, state, district or local offices listed on the ballot at the last general election, and shall be permitted to use the facility no more than one (1) time during a calendar year. 9. Individual candidates for political office Individual political candidates and their election organizations are not permitted to reserve a University facility. However, if a candidate is invited by a University group, P19 then he or she may appear in the facility, provided that the group extending the invitation is responsible for reserving the facility and meeting all costs related to the event. 10. Advertising All news releases, handbills, advertisements, television and radio announcements or other media utilized to inform the public of a non University event to be held in a University facility must carry a disclaimer, approved by the General Counsel, to the effect that use of Stephen F. Austin State University facilities does not imply endorsement of the event or the sponsoring organization by the University. Penalty and Hearing 1. Suspension If a user or sponsor violates the provisions of this policy, or the laws regulating the use of state property, the appropriate University official with the approval of the Vice President to whom he/she reports may suspend the use of University facilities, or certain University facilities, by the user or sponsor for a specified period of time not to exceed one (1) year. Suspension shall mean that reservation requests by the user or sponsor shall be denied by the University during the specified period of time. 2. Notice of Suspension When a University official suspends a user or sponsor from the use of University facilities, the official shall notify in writing, the user or sponsor, and the vice president who has responsibility for space assignment, of the suspension. The written notice shall contain all the following: a. that the user or sponsor may not use University facilities, or certain designated University facilities, for a specified period of time, not to exceed one (1) year from receipt of the notice; b. the name and title of the University official imposing the suspension, along with an address where the University official may be contacted during regular working hours; c. a brief statement of the acts or omissions resulting in the suspension; and d. notification that the suspended user or sponsor is entitled to a hearing on the suspension. 3. Request for Hearing a. A suspended user or sponsor may submit a written request for a hearing on the suspension to the appropriate University official within fourteen (14) days from the date of receipt by the user or sponsor of the notice of suspension. The University official shall P20 grant a hearing not later than seven (7) days from the date of the request and shall immediately mail written notice of the time, place, and date of the hearing to the person. b. The hearing shall be held before a discipline committee reviewing the suspension in question. Source of Authority: Board of Regents, President Cross Reference: None Contact for Revision: President Forms: None P21 Issuance and Control of Campus Keys B-15 Original Implementation: Unpublished Last Revision: October 26, 1099 June 17, 2001 The security of the University is the responsibility of several departments on campus. First, the University Police Department is responsible for the overall campus security. Second, the various department chairs are responsible for their respective areas. Third, the Physical Plant Department is responsible for providing a sound, secure area. A vital part of this system is the Lock and Key System of the University. Other than during normal working hours, all campus buildings will be locked. Faculty and staff may be issued keys to University buildings upon the request of the department head responsible for the building or area of the building. An authorized individual entering or leaving a locked building shall not permit any individual to enter who would not normally be permitted to enter the building during the hours it is locked. An authorized individual may have guests so long as the guests stay in the proximity of the faculty or staff member having the assigned key and the authorized individual assumes full responsibility for their presence. An individual entering or leaving a locked building shall be responsible for securing the door and may be held liable for any loss or damage to University property resulting from failure to do so. Each department head will be responsible for the issuance of keys to the employees in their area of responsibility and will be responsible for the level of security in that area. The Physical Plant will only issue keys to individuals at the written request of the department head. It will be the responsibility of the department chair of each area to maintain a record of who has been issued keys and to collect keys from departing employees. Master keys will only be issued when a signed request is received from the department chair and if there is any question about the requests, a verbal check with the department chair will be made. Physical Plant will make keys based on a written request but will not deliver keys through the mail. Departments may pick the keys up in plant or a locksmith will deliver the keys. The charge for making a key is $1 if picked up in plant. An additional delivery charge will be made for keys delivered to the department. If a key is lost or stolen, it should be immediately reported to both Physical Plant and to the University Police Department. Additional security measures are available and the Physical Plant will work with deans and department chairs to achieve a high level of security if required. P22 Alarm Systems — alarm systems are available to departments through the University Police Department. Physical Plant is not responsible for the installation or maintenance of alarm systems. Physical Plant is responsible for the maintenance and upkeep of doors and locks to campus buildings. However, loss of integrity of lock systems due to loss of keys or inadequate record keeping at the department level is not the responsibility of Physical Plant. Physical Plant will rekey areas at the request of the department responsible, but there will be a charge for this service. University Police Department is responsible for locking and unlocking buildings and for determining the hours that buildings will be open. Requests for special events, schedule changes, etc. should be directed to the University Police Department. Requests for keys are made on a "Key Request" form that must be approved by the department head for the specific area. Requests may be mailed, er- "walked though,Tnor submitted via the Physical Plant webpage work order. The Lockshop is open from 7:00 a.m. to 4:00 p.m., Monday through Friday. If a locksmith is not in the shop, plant will page a locksmith to return to the shop for immediate service. Source of Authority: Vice President for Business Affairs Cross Reference: None Contact for Revision: Director of Physical Plant Department Forms: Key Request (available from Printing Services) P23 Kennedy Auditorium B-16 Original Implementation: September 1, 1975 Last Revision: July 14, 1998July 17, 2001 The provisions of the policy for Use of University Facilities govern the use of all buildings, facilities, equipment and grounds, hereinafter referred to as facilities, under the control of Stephen F. Austin State University. That policy provides that the University may establish additional procedures for the reservation and use of specific facilities; therefore, the following provisions apply to the Kennedy Auditorium. Reservations for the Kennedy Auditorium must be made with the Dean of the College of Sciences and Mathematics. 1. No event is scheduled for which an admission fee is charged. 2. Verification is required from the University Center that no space in the University Center is available prior to allowing student organizations to use the Kennedy Auditorium. 3. The University is not responsible for items left in the auditorium. 4. It is the responsibility of the person making the reservation to obtain needed equipment such as a podium, projector, public address system, etc. 5. Persons reserving the auditorium will be responsible for keeping the facility clean and for any damage. 6. No materials are to be taped or in any way affixed to the walls, doors (interior or exterior), chalkboards or screens. Violation of the above regulations will result in denial of future use. Source of Authority: Board of Regents, President, Vice President for Business Affairs Cross Reference: None Contact for Revision: Dean of the College of Sciences and Mathematics Forms: None P24 Piney Woods Conservation Center B-26 Original Implementation: September 1, 1986 Last Revision: October 20, 1998 July 17, 2001 The provisions of the policy for Use of University Facilities govern the use of all buildings, facilities, equipment and grounds, hereinafter referred to as facilities, under the control of Stephen F. Austin State University. That policy provides that the University may establish additional procedures for the reservation and use of specific facilities; therefore, the following provisions apply to the Piney Woods Conservation Center. Reservations for the Templo Eastex Forestry Laboratory/Piney Woods Conservation Center (PWCC) must be made with the Program Coordinator, (409 936) 584-2412, Rt. 1 Box 138 DE, Broaddus, TX 75929, or the Arthur Temple College of Forestry, (409 936) 468-3301, P.O. Box 6109, Nacogdoches, TX 75962-6109. Reservations 1. A deposit is required to hold reservations for a specific date. The deposit may be waived for state agencies. 2. University colleges, departments and sponsored programs must submit an I.D.T. account number for deposit and billing purposes. 3. The deposit or I.D.T. account number is submitted to the PWCC Program Coordinator with a letter detailing the following: a. title and nature of program b. name, phone number and address of program contact person c. estimated number of participants d. arrival and departure dates and times e. number of meals f. number of participants by sex for dorm assignments g. special requests, i.e., menu preferences, sack lunches, number of classrooms, etc. Confirmation 1. A letter of confirmation is returned by the Program Coordinator. 2. A final count of participants is due to the Program Coordinator of the PWCC no later than seven (7) days prior to the event. 6r Billing: Each group is responsible for collecting meal and housing fees for its program. The PWCC will submit a statement at the completion of the program based on the actual number of participants per meal and per bed occupied. Payment is due no later than 10 days after receipt of the bill. Checks should be made payable to Stephen F. Austin State University and mailed to Office of the Controller, P.O. Box 13053, Nacogdoches, TX 75962-3053. P25 ^.Minimum To maximize use of the PWCC, a twenty-person minimum is required for all groups. Smaller groups may be accommodated at a higher rate or scheduled simultaneously with another group using the facility. & Day and evening programs only (with no overnight reservations): The facilities of the PWCC are available for luncheon, banquets, or planning sessions. ^Capacities The following capacities apply with two rooms sharing one bath (suite): 1. 1 person or couple per suite — capacity 16 individuals or 16 couples 2. 1 person per room -capacity 32 3. 2 people per room -capacity 64 4. 3 people per room -capacity 96 5. 4 people per room -capacity 128 +0. Rates are established and adjusted periodically for standard meals and accommodations. Special arrangements and prices can be negotiated for large groups, miscellaneous equipment, etc. Standard rates are available upon request. Arrangements may be made for accident insurance coverage for qualified groups. Details are supplied upon request. Source of Authority: Board of Regents, President, Vice-President for Business Affairs Cross Reference: None Contact for Revision: Dean of the College of Forestry Forms: None P26 Turner Auditorium B-28 Original Implementation: May, 1987 Last Revision: October 20, 1998 July 17, 2001 The provisions of the policy for the Use of University Facilities govern the use of all buildings, facilities, equipment and grounds, hereinafter referred to as facilities, under the control of Stephen F. Austin State University. That policy provides that the University may establish additional procedures for the reservation and use of specific facilities; therefore, the following provisions apply to Turner Auditorium. W. M. Turner Auditorium is a part of the Griffith Fine Arts Center, an academic facility of Stephen F. Austin State University. In addition to the Turner Auditorium, the facility contains the SFA Gallery, two lab theaters, technical shops, classrooms, design areas and the offices of the College of Fine Arts and the Department of Theatre. Spaces within the complex are assigned either Colic _ -Depart* space requests and assignments is as follows. tvoom i> urn per t itlc 402 Green Room 442 Design Studio Jurisdiction for purposes of inn 111, 121 130 103,120 123 302 909 30? 211A,D,C 1AA 302 Lab Theatre (Downstage) Costume Design Complex Storage Spaces VIP Dressing Room Turner Auditorium Turner Stage SFA Art Gallery Art Storage Arts Information Suite Conference Room Theatre Offices/Seminar Lab Theatre (Upstage) Classroom Dance Studio Classroom/Lecture Hall Jurisdiction College of Fine Arts Department of Theatre Department of Theatre Department of Theatre Department of Theatre College of Fine Arts College of Fine Arts College of Fine Arts Department of Art College of Fine Arts Arts Information Office Department of Theatre Department of Theatre Department of Theatre Department of Theatre Department of Theatre Department of Theatre P27 MIDI Lab Department of Music 311 A, B, C Electronic Keyboard Studio Department of Music 3« Faculty Rooms College of Music 403- Tech Rooms College of Fine Arts Scheduling and use of the facility and its equipment are pursuant to Stephen F. Austin State University Presidential Policy Number 10 (October 25, 1982). Part III, Section 1 of that document assigns responsibility for administrative control of the facility to the "Dean of the College having jurisdiction over the space.11 The remainder of this document outlines policies and procedures for the operation of William M. Turner Auditorium. Auditorium Operating Policy The William M. Turner Auditorium is an academic and performing arts facility of Stephen F. Austin State University. Scheduling and use of the facility and its equipment are pursuant to SFASU Presidential Policy No. 10. The Dean of the College of Fine Arts is the administrator of the facility and its operating policies. Nothing contained in this policy shall be construed to prohibit or hinder the operation of Turner Auditorium in pursuing the University's mission as a public institution of higher education. All activities associated with that mission shall have priority in the use of this facility. Priority of Users Because Turner Auditorium is an academic and a performing arts facility, its use shall be restricted. The following priorities for assignment of use shall be in effect: Category I - Events sponsored by the Departments of Art, Music, and Theatre; Dance productions of the Department of Kinesiology and Health Science; and other performance activities that are a necessary adjunct to academic programs in the College of Fine Arts. Category II - Events that are a part of the University Series or the Children s Performing Arts Series of the CFA @ SFA visual and performing arts programming. Category III - Events sponsored by University departments or registered student, faculty, and staff organizations of both an academic and nonacademic nature. Category IV - Events sponsored jointly by official University departments or agencies with non-University groups subject to the regulations described herein. Reservations Procedures Reservations for all functions in Turner Auditorium are made through the Assistant Director of Arts Information office of the Dean of the College of Fine Arts. Scheduling priorities will be given in accordance with the following procedures: P28 Category I - Events requiring the use of the auditorium for five days or longer have priority for reserving dates until October 15 of the previous academic year. Events requiring the use of the auditorium for fewer that than five days have priority for reserving dates through December 15 of the previous academic year. Category II - Events in this category have priority for reserving dates after October 15 and prior to March 15 of the previous academic year. Category III and IV - Events in these categories may reserve available dates after May 1 of the previous academic year. The Assistant Director of Arts Information office of the Dean of the College of Fine Arts will produce and distribute to all Category I and II auditorium users a working calendar on October 15 and December 15 of the previous academic year. Attempts will be made to resolve any conflicts. The Dean of Fine Arts will act as arbitrator in circumstances where scheduling conflicts cannot be resolved. Procedures for Reserving Facility The following reservation procedures apply to requests to use Turner Auditorium: Category L II 1 • The Assistant Director of Arts Information office of the Dean of the \ College of Fine Arts will distribute an invitation to Category I and II users of Turner Auditorium to make their initial date requests according to the reservation procedures. 2. Once conflicts are resolved, each scheduled user will receive forms ("William M. Turner Auditorium Reservation Request") to complete and return to the Arts Information Office office of the Dean of the College of \ Fine Arts. Formal confirmation of a requested date will be issued upon receipt of a completed form. 3. The Arts Information Office office of the Dean of the College of Fine \ Arts will notify users at the appropriate times regarding technical needs, publicity, house management, etc. Category IIL IV 1. Obtain a reservation packet from the Assistant Director of Arts Information at the Arts Information Office office of the Dean of the College of Fine Arts. The Auditorium should be reserved as far in advance as possible (suggested minimal time: 12 weeks prior to the event) since there is great demand for the facility and insufficient staff to easily accommodate all requests. Alternate dates should also be selected in the event that the date of first choice is not available. 2. For all non-College of Fine Arts users, if a date is confirmed, a meeting with the Assistant Director of Arts Information Turner Facilities Manager P29 will be scheduled to formalize equipment and personnel needs (suggested minimal time: 5 weeks prior to the event). At the time of the signing of a rental contract, the user will pay a deposit of 20% of the estimated rental personnel and equipment fees as indicated on the contract addendum. For College of Fine Arts users, standard Arts Information Office procedures will be utilized (seo page 6). 3. Meet with tho Assistant Director of Arts Information and the Turner Facilities Manager and staff 2 weeks before the event to finalize plans. Additional meetings may be required at the discretion of the Assistant Director of Arts Information Dean and /or the Turner Facilities Manager. Schedule Of Fees Category I Category II Category III 1. Rental Fees: None charged. 2. Equipment/Personnel Fees: During the academic year, equipment fees general are not charged to Category I users, except in those instances where the use of equipment results in an unusual expense to Turner Auditorium (i.e., piano tuning, purchase of special gels, etc.). Personnel fees may be charged per number of hours worked times the minimum wage. A minimum of two hours per worker per rehearsal or performance is charged. For the summer months, Category I users may be required to cover personnel costs on a per-use basis (summer fees will be based upon budgetary allocations to the College of Fine Arts). 1. Rental Fees: None charged. 2. Equipment/Personnel Fees: During the academic year, equipment fees general are not charged to Category I users, except in those instances where the use of equipment results in an unusual expense to Turner Auditorium (i.e., piano tuning, purchase of special gels, etc.). Personnel fees may be charged per number of hours worked times the minimum wage. A minimum of two hours per worker per rehearsal or performance is charged. For the summer months, Category I users may be required to cover personnel costs on a per-use basis (summer fees will be based upon budgetary allocations to the College of Fine Arts). 1. Rental Fees: First Hour of Use - Second Hour of Use - $15-100 P30 Third and All Succeeding Hours of Use - $25 (This charge applies to hours contracted for over several days.) Hours are determined according to the production plan and are continuous. Accordingly, a Category HI event with eight rehearsal hours and a performance of three hours would cost $±3S 150 plus 35- 100 plus 9 times $25 for a total $425- 475. Gaps of unscheduled stage time (periods between rehearsals) may be used for certain events ( i.e., speaker) even though the stage is taken with sets or other equipment. 2. Personnel/Equipment Fees: Category IV The minimum personnel requirement for any rehearsal or performance (whether or not admission is charged) is one each: Stage technician - two hours times minimum wage Usher captain House manager- two hours time minimum wage (when audience is present) (Turner Auditorium personnel are hired from a list of trained stage assistants familiar with apparatus and equipment of Turner stage and employed only through the office of Dean of the College o/Fine Arts.) Personnel needs are determined during the planning conferences with Turner staff. Follow spot operators, lighting technicians, sound technicians, and miscellaneous stagehands may be needed. These workers will be employed by the Dean of the College o/Fine Arts and supervised by the Stage Technician. The cost of the workers will be charged to the user. A schedule of equipment rental charges is available separately from the Arts Information Office office of the Dean of the College of Fine Arts. The need for House Personnel (ushers, ticket takers, house manager, usher captains, box office staff) will be determined at the planning conference. A member of the Turner Auditorium staff will provide the user with an estimate of total costs associated with the use of the auditorium. P31 1. Rental Fees: First Hour of Use - $4-75- 200 Second Hour of Use - $HS 150 Third and All Succeeding Hours of Use - $75 (applies to hours contracted for over several days) Hours are determined according to the production plan and are continuous. Accordingly, an event with eight rehearsal hours and a performance of three hours would cost $4-75- 200 plus $±2S 150 plus 9 times $75 for a total of $975 lf025. Gaps of unscheduled stage time (periods between rehearsals) may be used for certain events (i.e., speaker) even though the stage is taken with sets or other equipment. 2. Personnel/Equipment Fees: Same as Category III Events with Admission Charges Category I, II users: If an event has an admission charge, the user of the facility must deposit the proceeds from ticket sales to a University account. 1. Users scheduling events with admission charges must conform to University Business Office ticket procedures. 2. Ticket prices and ticket availability notices may not be published until Turner Auditorium Staff certifies that the event has received adequate planning and all necessary approvals. Category III, IV users: Users are free to set admission prices and handle admissions as they see fit. Notwithstanding this general statement, University departments must deposit funds in a University account and conform with University business practices and policies. Jointly Sponsored Events Jointly sponsored events (i.e., events where official University departments and agencies jointly sponsor an event with a non-university group) may be scheduled only in accordance with the provisions of this document and the Regents' Rules and Regulations, Part 1, Chapter IV, Section 6.5 and Presidential Policy No. 10. Jointly sponsored events ' in Turner Auditorium are subject to the following regulations: 1. Only official University departments and agencies may jointly sponsor an event with a non-University group. 2. A jointly sponsored event must have approval from a Dean or Vice - President and have self-evident educational implications. P32 3. A written agreement between the University department/agency and the non-University group must be prepared after consultation with the Aosistant Director of Arts Information office of the Dean of the College of Fine Arts and the Turner Facilities Manager. This agreement must be signed by the appropriate Dean or Vice- President. 4. The University department/agency acting as sponsor agrees to assume foil responsibility for the event and all charges for damages related to that event. 5. The Turner staff will work directly with the sponsoring University department/agency rather that the non-University group. The University agency will be considered the producer of the event. 6. All advertising, promotion, and announcements of the event must include the name of Stephen F. Austin State University and be approved by the University joint sponsor. 7. The University agency sponsoring an event assumes responsibility to assure that the use of Turner Auditorium does not result in private gain for the non-University group. General Operating Regulations Regulations Applying to All Turner Auditorium Users: 1. Signs and displays: No signs, messages or other materials may be posted, displayed, distributed, or announced in, on, or adjacent to Turner Auditorium by the user of sponsor without prior written approval by the Dean of the College of Fine Arts. Such materials may not be fastened to any part of the facility except in spaces provided for the purpose and may not be permitted to interfere with crowd movement and safety. 2. Advertising: All news releases, handbills, advertisements, television and radio announcements or other media utilized to inform the public of a non-University event to be held in Turner Auditorium must be approved by the Public Affairs Office and also must carry a disclaimer, approved by the University General Counsel, to the effect that use of Turner Auditorium does not imply endorsement of the event by the sponsoring organization or the University. 3. Safety: Safety regulations, as determined by the Turner Auditorium Staff and the University Safety Officer, will govern all areas of Turner Auditorium and the Griffith Building. 4. Conduct: The user organization is responsible for the conduct of its representatives, members, and guests while in the Griffith Building. Organizations P33 with a history of conduct violations during previous use of the Turner Auditorium may be denied subsequent use. 5. Smoking: Griffith Fine Arts Center is designated as a No Smoking facility. That means there shall be no smoking in the building! 6. Photographs and recordings: Each user is advised to make its policies regarding the taking of photographs and/or recordings clear to the audience. 7. Broadcasts: Users must have prior written permission from Turner Auditorium Staff to make any broadcasts, telecasts, master recordings, films, and transcripts of performances. If consent is given, the user organization will furnish and install all equipment necessary other than Turner equipment furnished and contracted for by the user organization. 8. Hours: The user must specify daily clock hours of occupancy and may not carry out activities in the facility other than at those times. The Turner Staff will be in attendance and may be paid for by the user during all specified hours. 9. Personnel: Turner Auditorium operating personnel needed shall be determined by the Assistant Director of Arts Information office of the Dean of the College of Fine Arts and the Turner Facilities Manager. A minimal crew (Turner Auditorium technical crew for all events; House management when an audience is present) is required. Any additional technical and house personnel required as determined by the Assistant Director of Arts Information office of the Dean of the College of Fine Arts shall be provided at the user's expense. 10. User Staff: Organizations may wish to use their own crews for tasks more appropriately understood by their personnel (music stand and chair setup, prop arrangements, etc.). This arrangement must be cleared by Assistant Director of Arts Information office of the Dean of the College of Fine Arts and Turner Facilities Manager in advance. Such arrangement does not, however, release the user from the basic personnel charges identified in other sections of this document. 11. Services: Technical and house needs and functions performed by Turner Auditorium Staff on behalf of the use outside scheduled occupancy shall be paid for by the user. All University equipment will be operated by trained personnel employed by the University and/or approved by the Turner Facilities Manager. 12. Operating Code: Any user whose technical or house crew fails to operate and maintain the facility according to the stated Operating Regulations shall be required to use Turner staff for future events. Users who fail to abide by the Operating Regulations may forfeit future use. 13. Payment for damages: All users and sponsors shall be responsible for payment for damages to the facility, its fixtures and equipment, whether caused by the user or its patrons, ordinary wear and tear excepted. P34 14. Pianos: Pianos owned by SFA may be provided for use on the stage. Any tuning requested by the user organization may be billed at cost to the user. The Assistant Director of ArtG Information Dean of the College of Fine Arts will designate the piano to be used and the tuner employed. 15. Stage work: All stage work shall be done at the user's expense under the supervision of the Turner Facilities Manager. Prior approval must be secured as indicated above if user organizations wish to employ their own personnel. 16. House equipment: A request to use Turner Auditorium equipment must be made at pre-event conferences and involve individuals who have been designated as competent and qualified by the Turner Facilities Manager. 17. Cleared stage: The user organization shall leave the stage and stage areas, including dressing room, clear after the final performance, unless permission is given for a longer storage period. Such permission is granted by Turner Facilities Manager. If the stage is not cleared within the designated period, the Turner staff will employ a cleanup crew for this purpose and assign charges to the user organization. A user will be released from further responsibility only after inspection by the Turner staff reveals the facility to be in satisfactory condition. 18. Concessions: The user organization shall not allow tobacco products, beverages, food, gum, or refreshments of any kind to be sold, brought into, or served on the premises. No refreshment shall be taken onto the stage, into the backstage areas or into the Auditorium at any time. 19. Prior approval: The user organization will acquire written approval from the Assistant Director of Arts Information and the Turner Facilities Manager before placing any equipment on the stage. The user organization will acquire written approval from the Turner Facilities Manager before a) erecting or operating any machinery or equipment run by electricity or other power, or by b) installing any wires, electrical installations or other appliances. All decorations shall be installed without defacing the building and shall be subject to the supervision and approval of the Assistant Director of Arts Information and the Turner Facilities Manager. The use of tape, nails, adhesives, tacks, screws, or similar articles on wall, floors, or plaster surfaces is not allowed. Regulations Applying to Non-University Users of Turner Auditorium: 1. Advertising: All news releases, handbills, advertisements, television and radio announcements or other media utilized to inform the public of a non University event to bo hold in Turner Auditorium must bo approved by the Public Information Office and also must carry a disclaimor, approved by the University General Counsel, to tho offoct that uso of Turnor Auditorium does not imply endorsement of tho ovont by the sponsoring organization or tho University. 2. Safety: Safety regulations, as determined by tho Turner Auditorium Staff and tho University Safety Officor, will govorn all aroas of Turnor Auditorium and the Griffith Building. P35 3. Conduct The user organization is responsible for the conduct of its representatives, members, and guests while in the Griffith Building. Organizations with a history of conduct violations during previous use of the Turner Auditorium may be denied subsequent use. A. Smoking: Griffith Fine Arts Center is designated as a No Smoking facility. That means there shall be no smoking in the building! 5. Photographs and recordings: Each user is advised to make its policies regarding the taking of photographs and/or recordings clear to the audience. 6. Broadcasts: Users must have prior written permission from Turner Auditorium Staff, to make any broadcasts, telecasts, master recordings, films, and transcripts of porformances If consent is given, the user organization will furnish and install all oquipment necessary other than Turner equipment furnished and contracted for by the user organization. 7. Hours: The user must specify daily clock hours of occupancy and may not carry out activities in the facility other than at those times. The Turner Staff will be in attendance and may be paid for by the user during all specified hours. 8. Personnel: Turner Auditorium operating personnel needed shall be determined by the Assistant Director of Arts Information and the Turner Facilities Manager. A minimal crew (Turner Auditorium technical crew for all events; House management when an audience is present) is required. Any additional technical and house personnel required as determined by the Assistant Director of Arts Information shall be provided at the user's expense. 9. User Staff: Organizations may wish to use their own crows for tasks more appropriately understood by their personnel (music stand and chair setup, prop arrangements, etc.). This arrangement must be cleared by Assistant Director of Arts Information and Turner Facilities Manager in advance. Such arrangement does not, however, release the user from the basic personnel charges identified in other sections of this document. 10. Services: Technical and house ncods and functions performed by Turner Auditorium Staff on behalf of the use outside scheduled occupancy shall be paid for by the user. All University equipment will be operated by trained personnel employed by tho University and/or approved by the Turner Facilities Manager. 11. Operating Code: Any user whose technical or houso crew fails to oporato and maintain the facility according to the stated Operating Regulations shall be required to use Turner staff for future events. Users who fail to abide by tho Operating Regulations may forfeit future uso. 12. Payment for damages: All users and sponsors shall be responsible for payment for damages to tho facility, its fixtures and equipment, whether caused by the user or its patrons, ordinary wear and toar excepted. P36 13. Pianos: Pianos owned by SFA may bo provided for uso on tho stage. Any tuning roquostod by tho usor organization may bo billed at cost to tho user. Tho Assistant Diroctor of Arts Information will designate tho piano to bo usod and the tunor omployod. H. Stage work: All stago work shall bo dono at tho user's oxponso undor the supervision of tho Tumor Facilitios Manager. Prior approval must bo socurod as indicated abovo if usor organizations wish to employ their own personnel. 15. House equipment: A roquost to uso Tumor Auditorium equipment must bo mado at pro ovont conferoncos and involve individuals who havo boon dcsi as competent and qualified by tho Turner Facilities Manager. 16. Cleared stage: Tho usor organization shall loavo tho stago and stago aroas, including dressing room, cloar after tho final performance, unless permission is givon for a longer storage period. Such permission is granted by Turner Facilitios Manager. If tho stago is not cloarod within tho designated period, tho Tumor staff will employ a cleanup crow for this purpose and assign charges to tho user organization. A usor will bo released from further responsibility only after inspection by tho Turner staff rovoals tho facility- to bo in satisfactory condition. 17. Concessions: Tho usor organization shall not allow tobacco products, bevoragos, food, gum, or refreshments of any kind to bo sold, brought into, or sorvod on tho promises. No refreshment shall bo takon onto tho stage, into tho backstago aroas or into tho Auditorium at any timo. 18. Prior approval: Tho usor organization will acquire written approval from the Assistant Diroctor of Arts Information and tho Turner Facilitios Manager boforo placing any oquipmont on tho stago. Tho usor organization will acquiro written approval from tho Tumor Facilitios Manager boforo a) erecting or operating any machinery or oquipmont run by electricity or othor power, or by b) installing any wires, oloctrical installations or other appliances. All decorations shall bo installed without defacing tho building and shall bo subject to tho supervision and approval of tho Assistant Diroctor of Arts Information and the Turner Facilitios Manager. Tho uso of tape, nails, adhosivos, tacks, screws, or similar articles on wall, floors, or plaster surfaces is not allowed. ±920. Cancellation: In most cases, should an event be canceled more than two weeks before the scheduled performance date, no financial obligation will accrue to the user organization. Should an event be canceled within two weeks of performance, however, appropriate charges will be made. 2027. Curtain time: Doors ordinarily open 30 minutes before curtain time. The House Manager (Usher Captain if a House Manager is not on duty) starts the performance. As a rule Normally, evening performances begin at 7:30 p.m. 24-22. Rental Payments: When applicable, Ppaymenty for use of Turner Auditorium will be made within thirty (30J days of the event P37 Source of Authority: Board of Regents, President, Vice President for Academic Affairs Cross Reference: None Contact for Revision: Dean of the School College of Fine Arts Forms: None P38 University Vehicles B-30 (Rental & 15-Passenger Vans) Original Implementation: June 1, 1984 Last Revision: April 30, 2001 July 17, 2001 The provisions of the policy on the Use of University Facilities govern the use of all buildings, facilities, equipment, and grounds, hereinafter referred to as facilities, under the control of Stephen F. Austin State University. That policy provides that the University may establish additional procedures for the reservation and use of specific facilities; therefore, the following provisions apply to University vehicles. I. Official Use: University motor vehicles can only be used for the transaction of official University business. A. Reservations 1. Vehicles will be rented exclusively to individuals or organizations that have funds budgeted by the University. 2. All vehicles, except road buses, are rented on a first-come, first-serve basis. Reservations can be made by memo to the Physical Plant Grounds and Transportation Department, P.O. Box 13031 SFA Station, by phone at 468-5107, or on the Physical Plant Web site. Reservations should be made as far in advance as possible. 3. Persons for whom reservations are made must be on the Approved Drivers List and be acting on behalf of, and within the responsibility of, the university department that he/she is employed. Must have a minimum of four passengers for vans, must have definite pick-up and return times, and must have an approved University account. 4. Cancellations should be made as far in advance as possible. Cancellations made less than 48 hours in advance will incur a $20.00 fee. B. Procedure for Checking Out Vehicles 1. Vehicles can be picked up at the Physical Plant Grounds and Transportation Department, located at Starr Avenue and University Drive, between 7:00 a.m. and 4:00 p.m. Monday through Friday. 2. Special arrangements may be made for pick-up outside normal hours. P39 3. When two or more users are renting the same vehicle over a weekend, the users may be required to turn in and pick up vehicles at the University Police Department. 4. Individuals picking up vehicles must present a Stephen F. Austin State University Approved Driver Certificate and a valid driver s license. 5. Personnel in the Grounds and Transportation Department, will furnish approved drivers with: a. keys to vehicle b. copy of vehicle charges and reservation form c. credit card(s) d. daily record of state-owned motor vehicle use e. vehicle roadability report f. insurance card C. Passengers 1. Passengers in University vehicles will normally be university employees or students traveling on University business. 2. Passengers who are not University employees or students may be authorized to ride in University vehicles when their presence is consistent with University business or functions. 3. University employees and students may have guest(s), spouse or children accompany them while the University employee or student is traveling on University business provided: a. The guest does not interfere with the University business of the trip or cause any additional expense to the University. b. The department that sponsors the trip that the guest(s) are attending accepts full responsibility for tho action of the guest(s) and the liability for any injury to the guest(s).must be advised in advance of the trip that non-University passengers will be traveling in University vehicles. c. If the guest is a minor child, the sponsor parentis responsible for the child s actions and is responsible for ensuring the child follows all safety policies and regulations including seat belts and child restraints. P40 d. The University bus fleet is not equipped with seat belts or child restraints and safety of the child is the responsibility of the sponsor parentand of the department sponsoring the trip. The University fleet bus driver should report behavior difficulties to the parent and sponsoring department, and may impose future restrictions on passenger privileges for those who have had behavior problems. e. Non-employee passengers will not be covered by University insurance for medical treatment, unless there is legal liability, which is covered by the general liability policy for University motor vehicles. Personal claims against the driver of another vehicle (non-University) for liability in any accident will be the responsibility of the non-employee passenger or their parent. Passengers should carry personal medical insurance coverage in case of accident or emergency. The University does not assume liability for any passenger, unless otherwise imposed under law. University employees may be covered by Workers Compensation for injuries received on-the-job; otherwise, personal medical insurance or applicable legal liability would apply. D. Use of University Road Buses The 46-passenger Eagle bus and 36-passenger Blue Bird bus provide transportation for University departments and groups. The guidelines in this section have been established to provide a fair and equitable manner for the scheduling of the buses and to generate sufficient revenue to pay for their operation and maintenance. 1. Authorized Trips: Only University groups and departments whose trips have received prior approval from the department head and/or dean of school may reserve the bus. A professional driver will be provided by the Physical Plant Department. Each user must be accompanied by authorized University personnel, who shall be responsible for all travel, schedules, and arrangements. The use of the bus is limited to those destinations that may be reached by hard surfaced roads. 2. Reservations: Application for the use of the University bus shall be made to the Director of Physical Plant. No reservation may be reassigned in whole or in part. The user may not delegate any control or responsibility to any other party without prior written approval of the Director of Physical Plant. Furthermore, reservations for one trip may not be used for a different trip without the prior written approval of the Director of Physical Plant. 3. Priorities for Use a. Use of University buses for athletic purposes will be given the first priority. P41 b. Those departments having activities scheduled at least a year in advance that require maximum utilization of the buses shall receive second priority. c. In other cases, the following shall be considered: 1) Advance Scheduling: Where feasible, the use of the buses will be approved on a first-come, first-serve basis. 2) Distance: The distance to be traveled will be considered in determining priority. 3) Number of Passengers: The number of passengers will be considered in determining priority. 4) Purpose of Trip: In cases of simultaneous requests when the number of passengers and distance are approximately the same, the trip providing the most benefit to Stephen F. Austin State University shall receive priority. E. Record Keeping Users of University vehicles are required to complete a written report on the use of such vehicles, including a list of University personnel on the trip. Reports are to be made daily, with a separate report required for each day. Required reports are made on forms provided by the Grounds and Transportation Department when checking out a vehicle. F. Check-in 1. If returned after 7:00 a.m. or prior to 4:00 p.m. on weekdays, the vehicle should be returned to the Grounds and Transportation Building. The vehicle charges and reservation form, the daily record use of State Owned Motor Vehicles form, keys, credit card(s), and gasoline receipts should be given to Grounds and Transportation personnel. 2. If returned at some other time, the vehicle should be parked, the doors should be locked and all the items mentioned above should be dropped into the slot in the front door of the Grounds and Transportation Building at Starr Avenue and University Drive. 3. Individuals may lose the privilege of using University vehicles if the vehicle(s) has been damaged during use, or if reports of vehicle use are incomplete. 4. Purchases, other than with University credit cards, are at the driver's expense, subject to reimbursement. Reimbursement will be approved when the Physical Plant is furnished an approved voucher accompanied by purchase receipts. P42 Receipts must show vehicle license number, amount of purchase, and item(sj purchased. Failure to properly present receipts will result in non-reimbursement. 5. Purchase of fuel. Fuel is furnished as part of the rental price of the vehicle if purchased on credit cards furnished at the time of the rental. Fuel purchased not using credit cards will be at the expense of the using department. Reimbursement should be claimed on the travel voucher of the individual being reimbursed. G. Breakdowns and Accidents 1. Instructions for proper reporting and handling of accidents and breakdowns are contained in the glove compartment of all University vehicles. 2. In all cases in which a vehicle